Practice Assistant

Practice Assistant

Office Location: Minneapolis

Department: Secretarial Support

Reports To: Senior Manager of Practice Administration and Office Manager

FLSA Status: Full-time/Non-Exempt

Position Summary:

Responsible for administrative support for assigned attorneys. Duties include creating and editing documents, filing, completing client/matter intake forms, finalizing bills, submitting expenses, entering time, answering incoming calls, coordinating meetings, managing attorney's contacts, and maintaining calendars.

Essential Functions and Job Responsibilities:

• Create and edit complex documents from multiple sources, including correspondence, memos, spreadsheets, and presentations. Proofread and redline work for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and timeliness of final work product.
• Review bills for accuracy and prepare transmittal letters to clients.
• Establish, update and maintain client and internal files, including saving and organizing documents in the firm's document management system. Retrieve information from files when needed.
• Open and review incoming mail. Notify legal personnel of deadline-sensitive correspondence. Draft written responses when necessary, or reply by phone or email as needed.
• Reconcile and submit attorney expenses.
• Proactively manage attorney calendars, schedule in-person and virtual meetings, and coordinate conferences, meetings, and appointments. Coordination may include restaurant research and booking, ordering of marketing resources, facilitating hospitality and technology needs, travel arrangements, etc.
• Manage incoming and outgoing electronic communications (including telephone, email, and fax), take accurate messages, route appropriately and respond to all inquiries.
• Maintain attorneys' contacts, including adding contacts to the firm's CRM system and appropriate mailing lists and working with attorneys to keep contact information updated.
• Process client matter intake forms.
• Make photocopies and scan documents as needed.
• Perform additional administrative tasks as requested, including time entry, managing electronic signatures, maintaining credentials, basic internet research, and tracking and reporting CLE hours.

Knowledge and Skills Required:

• Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint
• Typing skills of 60+ wpm
• Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative and professionalism
• Strong client service skills
• The ability to meet deadlines, handle a high volume of work timely and accurately and display strong organizational skills

Education and Experience Requirements:

• High School Diploma or GED
• 2+ years of legal administrative assistant experience preferred
• Experience with document management, time and billing, client matter intake, and e-filing systems preferred

Additional Information:

• Individual in this position will provide additional assistance and support as directed by their supervisor
• This job description is subject to change at any time

Compensation: The pay for this position will be determined based on relevant skills, experience, education, external market data, internal equity, and other job-related factors. The anticipated range for this role is $70k to $90k.

Benefits:

Saul Ewing fosters a people first environment and one of the ways this is displayed is through its generous benefits. The firm is committed to offering a wide range of benefits to its benefit eligible employees to achieve wellness in all aspects of life, including:

• Medical, dental, and vision insurance
• Flexible spending accounts (FSA)
• Health savings account (HSA)
• Tuition reimbursement
• Generous paid time off
• 401(k) retirement savings plan
• Competitive salaries and year-end discretionary bonuses
• Paid leave options, including parental
• Saul Ewing University (learning and development programs taught by the firm's training department)
• Family formation benefits