Legal Administrative Assistant

At Wilson Elser, we are redefining what it means to work at a national law firm. With more than 1,400 attorneys across 46 offices nationwide, we are recognized among the top 100 law firms by The American Lawyer and ranked #30 in the National Law Journal's survey of the nation's largest law firms.

Our continued success is built on a culture of collaboration, innovation, client service, and mutual respect. We are committed to fostering an environment where employees are empowered to grow their careers, contribute meaningfully, and thrive professionally.

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 will be valued and empowered, then we invite you to apply to our Legal Administrative Assistant position in our Portland Office.

This position offers a flexible, hybrid working arrangement.

The Position

We are seeking a Legal Administrative Assistant to provide administrative and litigation support to a team of attorneys within a fast-paced law firm environment. This role plays a key part in managing case matters, coordinating filings and calendars, and ensuring seamless communication to support the delivery of high-quality legal services.

Key Responsibilities:

• Provide support and administrative assistance to attorneys and colleagues
• Coordinate new matter openings and closings, including conflict checks, engagement letters, and file management
• Prepare, format, proofread, and edit legal documents and court filings, including tables of contents and tables of authorities
• File documents in state, federal, and appellate courts using electronic filing applications (e.g. File & ServeXpress)
• Communicate with court personnel regarding procedures, rules, and deadlines.
• Manage incoming mail, notices, and document distribution.
• Maintain electronic and client files within the document management system
• Maintain case calendars (hearings, depositions, mediations, deadlines) and distributed daily/weekly appearance reports.
• Enter attorney time and assist with billing support, client budgets, and billing inquires
• Prepare expense reports and assist with travel arrangements
• Manage vendor invoices, reimbursements and check requests.
• Assist with client billing inquiries, budgets, appeals and collections
• Support additional projects operational initiatives as needed

Qualifications:

• High school Diploma or equivalent required
• 3+ years of administrative experience, preferably within a law firm or litigation environment
• Familiarity with legal terminology, document formatting and court procedures
• Experience with electronic filing systems preferred
• Professional communication skills when interacting with attorneys, colleagues, clients, courts, and vendors
• Strong organizational skills with the ability to manage multiple deadlines
• Ability to maintain strict confidentiality
• Comfortable working in an in-office/hybrid environment

Why Should You Apply?

• Benefits: Outstanding benefits package, including 401k match and generous PTO plan
• Career Growth: Ample opportunities for professional development and advancement
• Employee Perks: Access to corporate discount plans and other benefits

Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at View email address on click.appcast.io.
Wilson Elser is committed to a collegial work environment in which all individuals are treated with respect and dignity. It is the Firm's policy that employment will be based on merit, qualifications, and competence. Further, employment decisions will be made without regard to an applicants race, color, age, sex, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation or preference, gender identity, physical or mental disability, status as a victim of domestic violence, sex offenses, or stalking, past or present service in the uniformed services or application or obligation to serve in the uniformed services, or any other characteristic protected by law.
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