Legal Team Administrative Assistant

Provides administrative and document support to the direct and in-direct assigned principal(s) and Local Hub teams. The individual will prepare documents and correspondence as well as perform a wide variety of other routine administrative tasks for the principals.

This role will provide Local Hub support to all fee earners ensuring effective completion of tasks assigned to and submitted through the Local Hub. The Legal Team Administrative Assistant will work closely with the Legal Team Coordinator and Legal Team Assistants to complete tasks for all practice groups.

• 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.
• Manage lawyers’ Outlook calendars.
• Maintain lawyers’ time entries in Carpe Diem.
• 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 order food.
• 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.
• Maintain handover notes to ensure consistent quality of service in case of absence.
• Performs any other duties as necessary and as assigned by the Legal Team Coordinator and Legal Team Assistant for efficient functioning of the Department, Office and Firm.
• Performs photocopying, printing and scanning liaising with other internal support departments as required.
• Liaise with other internal support departments as required to arrange travel, courier or large-scale document production.
• Assist with short dictations when required.
• Analysing data for input into firm systems.
• Ad hoc internet research as required.

• High School Diploma is required; college or advanced degree a plus.
• Strong written, verbal and interpersonal communication skills.
• Ability to prioritize and coordinate work to meet deadlines and manage workflow in a fast-paced environment.
• Ability to maintain confidential information.
• Ability to think critically and analytically in a pressured environment.
• Ability to work productively and cooperatively with other employees.
• Ability to constantly learn new skills as they become necessary.

Boston Full time