Legal Team Assistant

Dechert LLP•Washington, DC

2d•$72,000 - $90,000

About The Position

Provides diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. The individual will prepare documents and correspondence and direct or indirect responsibility for preparation of monthly billing. Additional responsibilities include extensive internal and external client contact and a wide variety of other routine administrative tasks for the principal(s). The Legal Team Assistant will work closely with the Legal Team Coordinator, Legal Team Assistants and Legal Team Administrative Assistants as part of a HUB model to complete tasks for the practice groups. Job Description Essential Job Functions Interact regularly with lawyers, paralegals and business professional staff in facilitating the flow of all administrative work, occasional contact with clients, counsel and court personnel. Answer phones, transfer calls, take messages, establish conference calls and use voice mail. Handle written and electronic correspondence, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product. Investigates and responds to client requests, including organizing and sending materials to clients. Prepare client bills and associated cover letters. Maintains and processes client billing for principals, directly or indirectly. Prepare new matter reports and update list of client/matter codes. Liaise with clients, investigating and responding to requests where appropriate. Manage lawyers’ Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions. Maintain lawyers’ time entries in iTimekeep. Monitor professional development requirements for principals. Create and update comprehensive contact information using Dechert CRM best practices. Make travel arrangements and complete travel and expense reports in Concur. Manage workflow and coordinate projects with office services. Schedule meetings, reserve rooms, coordinate video or audio equipment, and catering. Plan events, such as business dinners, cocktail receptions, etc. Use MS Office in preparation of documents, spreadsheets and presentations. Maintain document filing to firm standards including Kwiktag. Utilize iManage document management system for all documents. Review and process administrative and personal charges via BillBack. Delegates appropriate admin tasks to the Legal Team Administration Assistants, such as time recording, expenses, etc. Maintain up to date handover notes to ensure consistent quality of service in case of absence. Performs all other duties as necessary and as assigned by your allocated principal or Legal Team Coordinator for efficient functioning of the Department, Office and Firm. Knowledge, Skills and Abilities High School Diploma or equivalent required; college or advanced degree a plus. 4+ years of relevant experience required, previous litigation practice or general legal secretarial experience preferred. Strong attention to detail, tech savvy, problem solving, interpersonal, and organizational skills. Ability to work productively and cooperatively with other employees and manage deadlines in a fast-paced environment. Demonstrates professionalism and prioritizes confidentiality. Systems Required: iManage, MS Office, Elite, Aderant, Carpe Diem, CRM. This job description is intended to provide an overview of the role and is not an exhaustive list of tasks and responsibilities.

Requirements

High School Diploma or equivalent required; college or advanced degree a plus.
4+ years of relevant experience required, previous litigation practice or general legal secretarial experience preferred.
Strong attention to detail, tech savvy, problem solving, interpersonal, and organizational skills.
Ability to work productively and cooperatively with other employees and manage deadlines in a fast-paced environment.
Demonstrates professionalism and prioritizes confidentiality.
Systems Required: iManage, MS Office, Elite, Aderant, Carpe Diem, CRM.

Responsibilities

Interact regularly with lawyers, paralegals and business professional staff in facilitating the flow of all administrative work, occasional contact with clients, counsel and court personnel.
Answer phones, transfer calls, take messages, establish conference calls and use voice mail.
Handle written and electronic correspondence, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product.
Investigates and responds to client requests, including organizing and sending materials to clients.
Prepare client bills and associated cover letters.
Maintains and processes client billing for principals, directly or indirectly.
Prepare new matter reports and update list of client/matter codes.
Liaise with clients, investigating and responding to requests where appropriate.
Manage lawyers’ Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions.
Maintain lawyers’ time entries in iTimekeep.
Monitor professional development requirements for principals.
Create and update comprehensive contact information using Dechert CRM best practices.
Make travel arrangements and complete travel and expense reports in Concur.
Manage workflow and coordinate projects with office services.
Schedule meetings, reserve rooms, coordinate video or audio equipment, and catering.
Plan events, such as business dinners, cocktail receptions, etc.
Use MS Office in preparation of documents, spreadsheets and presentations.
Maintain document filing to firm standards including Kwiktag.
Utilize iManage document management system for all documents.
Review and process administrative and personal charges via BillBack.
Delegates appropriate admin tasks to the Legal Team Administration Assistants, such as time recording, expenses, etc.
Maintain up to date handover notes to ensure consistent quality of service in case of absence.
Performs all other duties as necessary and as assigned by your allocated principal or Legal Team Coordinator for efficient functioning of the Department, Office and Firm.