Legal Team Assistant

Fox Rothschild Llp - Wilmington, DE

Full-time

Wilmington, DE

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Legal Team Assistant at Fox Rothschild LLP plays a crucial role in providing comprehensive administrative support to attorneys across the firm. This position is designed for individuals who thrive in a collaborative and team-oriented environment, ensuring that both internal and external clients receive the highest level of service. The Legal Team Assistant will engage in a variety of tasks that are essential to the smooth operation of the legal team, including managing large print requests, processing vendor invoices, and handling attorney expenses. In addition to these responsibilities, the Legal Team Assistant will be responsible for the proper indexing and filing of both paper and electronic documents, ensuring that all materials are organized and easily accessible. This includes processing new business intake requests, preparing materials for deliveries, and maintaining original and electronic client case files. The role requires a proactive approach to collaboration, working closely with the Office Administrator, Client Services Team Specialists, and other Legal Team Assistants to complete various projects and initiatives. The Legal Team Assistant must adhere to all firm policies and maintain confidentiality while performing their duties. This position also includes backup responsibilities for the Receptionist and requires a solid understanding of records processes. The ideal candidate will possess a strong initiative, excellent judgment, and the ability to manage multiple priorities in a fast-paced environment, all while providing outstanding customer service.

Responsibilities

• Provide administrative support to attorney teams office-wide.
• Assist with printing and assembly of large print requests (i.e., trial exhibits).
• Scan and process third party vendor invoices.
• Process attorneys' expenses as needed.
• Ensure proper indexing and filing of both paper and electronic documents into the firm's official hard copy files and iManage database.
• Process new business intake requests from conflict search through issuance of engagement letter.
• Prepare materials for overnight/mail service deliveries.
• Create and maintain original and electronic client case files, including using appropriate recordkeeping software.
• Search and review electronic document files for specific requests and circulate to appropriate parties per instructions.
• Work collaboratively and proactively with the Office Administrator to complete local office projects, tasks and initiatives.
• Work collaboratively and proactively with the CST Specialists, ARC Team, and other Legal Team Assistants.
• Collaborate with resources inside and outside the firm as appropriate to complete projects and tasks.
• Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.
• Serve as the main backup to the Receptionist and all front-end activities.

Requirements

• Associate's Degree preferred, or an equivalent combination of education and/or work experience.
• Minimum of three (3) years related experience in a law firm environment preferred.
• Must exhibit initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment.
• Working knowledge of office equipment, including personal computer, copier, telephone, transcription equipment, etc.
• Keyboarding skills of 60 wpm or higher required.
• Working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.
• Strong verbal and written communication skills.
• High level of interpersonal skills required to handle sensitive and confidential situations.
• Position requires a highly professional demeanor and appearance.