Legal Assistant (Practice Support Team Specialist)
About the position Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. At Husch Blackwell, we believe that diverse, equitable, and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better. Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role and be valued and empowered, then we invite you to apply to our Practice Support Team Specialist (Private Wealth Legal Assistant) position in our Phoenix, AZ Private Wealth Center office. This position will work onsite 4 days per week and work 1 day from home. The Practice Support Team Specialist (Private Wealth Legal Assistant) is responsible for providing point-of-contact administrative support to assigned attorneys within our Private Wealth Practice Group. Successfully managing multiple projects and priorities including delegating specific duties to other teams. Works in a Practice Support Team of Specialists, sharing overflow responsibility and support to all timekeepers assigned to the team. Communicates effectively, courteously, and professionally with clients, visitors, staff, and timekeepers. Demonstrates executive-level attention to detail, good grammar, spelling, and proofreading, as well as strong technical and organizational skills.
Responsibilities
- Coordinates all workflow for assigned attorneys, delegating specific tasks to other teams, including follow-up and quality control.
- Prepares documents: Types, transcribes, revises, and proofreads legal documents accurately, prioritizes assignments, and meets specific deadlines on projects.
- Coordinates schedules: Assists in coordinating timekeeper calendars, and meeting arrangements. Makes travel arrangements and prepares itineraries.
- Coordinates accounting administrative functions: Coordinates client billing matters, prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking, and monitoring of matter budgets.
- Processes new client/matter intake: Prepares and processes new matter forms, requests conflict checks, and opens new files.
- Processes mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits, and enclosures are included.
- Coordinates activities with the Workplace Services or Administrative Resource Team as needed.
- Provides general administrative support: Maintains attorney contacts, and tracks requirements and activity related to CLE and memberships.
- Works collaboratively in a team: Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness. Effectively uses team software to log and manage workflow.
- Shows proficiency in Private Wealth law, supporting our Private Wealth practice group: e-filing, calendar coordination, document edits, and pleadings.
- Operates office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters.
- Copes successfully with demands from timekeepers, remaining calm under pressure.
- Conducts all business in a confidential manner.
- Other duties as assigned.
Requirements
- High School Diploma or GED
- 3-5 years of legal experience
- Ability to provide excellent customer service
- Ability to demonstrate excellent client communication skills
- Strong organizational skills
- Ability to work well both independently and within a team
- Minimum typing speed of 60 wpm
- Proficiency in Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel
- Proficiency in Adobe Acrobat
Nice-to-haves
- 2-year degree
- 3-5 years of legal experience with a heavy focus on Private Wealth
- Previous transcription experience
- 1-3 years of experience as a high-level executive assistant
- Experience managing a busy executive calendar
- Strong skills in process and information management