Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys in the Trust and Estates practice group.

General Position Responsibilities

• Proofread and edit documents for grammatical, typographical and spelling errors. Finalize and distribute to clients, attorneys and staff. Ensure deadlines are anticipated and met.
• Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients and staff promptly. Assist callers as appropriate in attorney’s absence. Refer callers to other attorneys and respond to inquiries when appropriate.
• Sort, date stamp and distribute incoming and outgoing mail promptly upon receipt. Open and review materials as directed.
• Compose routine correspondence for attorney signature.
• Coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorney and clients.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Enter conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• Set up, organize and maintain firm files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files or finish files as appropriate.
• Coordinate mailings, including filings with the state, probate and federal courts.
• Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
• Work collaboratively with others across the firm to meet the needs of attorneys across the firm.
• Perform other functions as requested or needed.

Knowledge and Skills

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• Demonstrated ability to be a team player. A can-do attitude.
• Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Strong problem solving and multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.

Education and Experience

• Associate or Bachelor’s degree preferred.
• 3-5 years of experience as an administrative assistant in the professional services industry.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.