Professional Assistant

Hunton Andrews Kurth LLP•San Francisco, CA

2d•Onsite

About The Position

Hunton Andrews Kurth LLP, an international law firm, is actively recruiting a Professional Assistant in our San Francisco office. This position performs specialized and secretarial/administrative duties for the practice area, clients and the firm; ensures client services and satisfaction are attained in all areas. Provides staff leadership in supporting firm, office and team initiatives and in support of management directives. Responsibilities and Accountabilities Provides general administrative support including, but not limited to, managing attorney’s Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail and managing client matter files and folders; monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g., faxes, client documents, and court filings). Complies with the firm’s Client File Maintenance policy for managing the client file for both electronic and hardcopy files. Ensures a central file is maintained for each client matter and (a) all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and (b) all electronic files are stored in iManage in the appropriate client matter folders. Ensures timely closing of files. Maintains and monitors workrooms to ensure files are in compliance with our Records policy. Coordinates with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage and not to Outlook folders, drives, etc. Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately. As needed, provides appropriate level of administrative support to assigned attorneys to manage electronic files (e.g. managing attorney’s Inbox, moving emails from Outlook folders to iManage, separating attachments and filing in appropriate files). Works with attorneys and team members to utilize technology to promote less paper in the workplace. Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation; drafts transmittal letters and standard memoranda; reviews and proofreads all outgoing materials; performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards. Arranges conference calls with clients and other outside parties; has working knowledge of fax, photocopy, videoconferencing and scanning equipment; keeps coverage group abreast of attorneys’ and assistants’ schedules (i.e., daily calendar or otherwise); may provide telephone coverage for team and work group; responds to client inquiries.

Requirements

High school diploma or equivalent required. College degree preferred.
Minimum three years’ overall legal secretarial experience (or work equivalent) required. Prior law firm experience preferred.
Has an in-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities including, but not limited to, word processing, document management, file management, spreadsheets, calendaring, and time management.
Proficiency in Microsoft Office and PDF required. Proficiency in iManage and other firm software applications preferred.
Fundamental accounting aptitude, proficiency with accounting software and experience in interpreting and analyzing client accounting reports preferred.
Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work and pay strict attention to detail.
Excellent communication skills. Spelling, punctuation and use of grammar must be of high quality.
Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multiple task oriented.
Ability to work under pressure and maintain flexibility regarding work assignments.
Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions.
Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage.
Ability to sit or stand for extended periods of time.
Ability to receive and convey detailed information through both written and oral communications.
Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds.
Essential competency processes include language ability, reasoning and memory.
This role requires in-office attendance in accordance with the policies set by your local office, team, and/or Firm.
Ability to maintain flexibility regarding work assignments to work overtime on short notice required.
Ability to work in a cooperative manner as a member of a team.
To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

Responsibilities

Provides general administrative support including, but not limited to, managing attorney’s Inbox, updating calendars and contacts, utilizing Foundation where appropriate, reviewing and routing internal and external mail and managing client matter files and folders
Monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g., faxes, client documents, and court filings)
Complies with the firm’s Client File Maintenance policy for managing the client file for both electronic and hardcopy files
Ensures a central file is maintained for each client matter and (a) all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and (b) all electronic files are stored in iManage in the appropriate client matter folders
Ensures timely closing of files
Maintains and monitors workrooms to ensure files are in compliance with our Records policy
Coordinates with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage and not to Outlook folders, drives, etc
Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately
As needed, provides appropriate level of administrative support to assigned attorneys to manage electronic files (e.g. managing attorney’s Inbox, moving emails from Outlook folders to iManage, separating attachments and filing in appropriate files)
Works with attorneys and team members to utilize technology to promote less paper in the workplace
Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation
Drafts transmittal letters and standard memoranda
Reviews and proofreads all outgoing materials
Performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards
Arranges conference calls with clients and other outside parties
Has working knowledge of fax, photocopy, videoconferencing and scanning equipment
Keeps coverage group abreast of attorneys’ and assistants’ schedules (i.e., daily calendar or otherwise)
May provide telephone coverage for team and work group
Responds to client inquiries