Legal Support Assistant

Perkins Coie•Washington, DC

About The Position

GENERAL PURPOSE Under minimal supervision, The Legal Support Assistant will perform various administrative and other duties to support lawyers, paralegals, legal practice and executive assistants, and assigned teams. Maintains positive communication with internal and external clients to ensure exceptional service while maintaining confidentiality. The position focuses on optimizing workflow to efficiently triage and respond promptly to in-office requests, leveraging critical thinking and problem-solving skills. It is key in coordinating and delivering efficient, high-quality work to internal clients in a timely manner. ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. Proactively engage with internal and external clients to ensure their needs are accurately articulated, offering appropriate service solutions and alternatives where needed. Monitor on-site support queue to ensure timely response and that resources have been allocated to support the request, which could include other Shared Teams, the Business Services Center support teams, or self-assigned. Respond promptly and professionally to on-site requests via various methods (email, phone, internal messaging platforms, etc.). Utilize best practices, job knowledge, and internal tools to determine and assign work effectively, while ensuring that internal operational controls and workflow management standards are consistently met and maintained. Actively participate in coordinator and team meetings on camera. Maintain regular presence at work during scheduled hours, in a distraction-free environment (if remote), and be available as needed, in accordance with the firm’s attendance expectations. Proactively identify and address team and operational needs. Work closely with Legal Support Supervisor, Regional and Office Business Director, and Shared Services leadership for service issues. Create billing spreadsheets for clients including rates, time entries and discounts. Handle Special projects in Government Contracts such as research for potential new clients. Process partners’ time entry utilizing Intapp platform. The following tasks include, but are not limited to: Serve as the office point of contact for deposition, arbitration and on-site meetings. Provide in-person oversight of mailings, copies, printing, binder creation, etc. completed by Office Services. Coordinate delivery of hard-copy documents, etc. to other offices/file room/vault, etc. Provide quality control support of hard-copy binders, mailings, etc. Coordinate conferences, meetings and appointments including conference room scheduling, meals and preparation of materials as requested. Coordinate work requests through word processing, editing, communications and services for the prompt production and delivery of documents. Coordinate delegation of expense reports to Hub. Escort clients/visitors to conference rooms as requested. Ability to properly communicate and interact with customers and team members effectively in a professional business manner both orally and in writing. Provide overflow and back-up support for partner and sr. counsel calendaring and travel arrangements. Provide on-site notary support. Perform other duties, as assigned.

Requirements

Strong command of the English language, including excellent spelling, grammar, punctuation, form, and style, along with experience in legal terminology.
Ability to properly communicate and interact with customers and team members effectively in a professional business manner both orally and in writing.
Comfort in communicating promptly via numerous chat spaces in a fast-paced virtual environment.
Proficient in confidently engaging with customers via telephone, including proactively initiating calls and adeptly managing challenging conversations.
Ability to manage competing deadlines and customer demands effectively and professionally in a fast-paced, fluid environment.
Ability to work independently and collaboratively.
Ability to direct the work of peers and guide performance without supervisory authority.
Strong facilitation and negotiation skills.
Strong analytical, problem-solving skills.
Strong ability to identify and know when to apply creative solutions to overcome unique challenges.
Organized and self-motivated.
Comfort in dealing with high-pressure situations and changing requirements.
High level of attention to detail.
Results-driven with a customer-oriented attitude.
Ability and desire to work as part of a centrally managed team.
Requires a high school diploma or equivalent; minimum of three years of experience or equivalent in a professional setting; law firm experience preferred; ability to thrive in a team environment.

Nice To Haves

Notary Public certified preferred.

Responsibilities

Proactively engage with internal and external clients to ensure their needs are accurately articulated, offering appropriate service solutions and alternatives where needed.
Monitor on-site support queue to ensure timely response and that resources have been allocated to support the request, which could include other Shared Teams, the Business Services Center support teams, or self-assigned.
Respond promptly and professionally to on-site requests via various methods (email, phone, internal messaging platforms, etc.).
Utilize best practices, job knowledge, and internal tools to determine and assign work effectively, while ensuring that internal operational controls and workflow management standards are consistently met and maintained.
Actively participate in coordinator and team meetings on camera.
Maintain regular presence at work during scheduled hours, in a distraction-free environment (if remote), and be available as needed, in accordance with the firm’s attendance expectations.
Proactively identify and address team and operational needs.
Work closely with Legal Support Supervisor, Regional and Office Business Director, and Shared Services leadership for service issues.
Create billing spreadsheets for clients including rates, time entries and discounts.
Handle Special projects in Government Contracts such as research for potential new clients.
Process partners’ time entry utilizing Intapp platform.
Serve as the office point of contact for deposition, arbitration and on-site meetings.
Provide in-person oversight of mailings, copies, printing, binder creation, etc. completed by Office Services.
Coordinate delivery of hard-copy documents, etc. to other offices/file room/vault, etc.
Provide quality control support of hard-copy binders, mailings, etc.
Coordinate conferences, meetings and appointments including conference room scheduling, meals and preparation of materials as requested.
Coordinate work requests through word processing, editing, communications and services for the prompt production and delivery of documents.
Coordinate delegation of expense reports to Hub.
Escort clients/visitors to conference rooms as requested.
Ability to properly communicate and interact with customers and team members effectively in a professional business manner both orally and in writing.
Provide overflow and back-up support for partner and sr. counsel calendaring and travel arrangements.
Provide on-site notary support.
Perform other duties, as assigned.