Lawyer Support Assistant

ABOUT JENNER & BLOCK Jenner & Block (www.jenner.com) is a law firm with global reach, with more than 500 lawyers and offices in Chicago, London, Los Angeles, New York, San Francisco and Washington, DC. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the 1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990. OVERVIEW The Lawyer Support Assistant, working under the supervision of Director of Administration will take direction from and operate in support of a designated group of attorneys in the performance of a variety of administrative duties as assigned. The Lawyer Support Assistant is a non-exempt position. The hours are 8:30-5:00, Monday - Friday and additional hours as required. REQUIRED JOB FUNCTIONS The Lawyer Support Assistant is an entry level position and will be trained to develop proficient skills in the following areas: Receive assignments from associates, lawyers, and paralegals and perform tasks as requested; update requestor regarding receipt and status of tasks/projects, and consistently meet agreed upon deadlines. Proactively keep abreast of firm resources, contacts and subject matter experts to provide alternative solutions when a request cannot be fulfilled or can be fulfilled more efficiently through an alternative resource. Input attorney time into the WebTime time entry program. Educate timekeepers about appropriate time entry requirements and standards. Prepare attorney and paralegal expense reimbursements and process client-related vendor invoices for payment. Sort, open, prioritize and route incoming mail. Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express. Coordinate messenger pick-ups and deliveries when necessary. Coordinate attorneys’ firm and client-related meeting set-ups, including but not limited to conference calls, zoom meetings, and in-person meetings. Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook. Perform document conversions, i.e., PDF to Word, etc. Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls. Coordinate prints, scans, and duplicating projects with Digital Document Center or Print/Mail Centers. Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm provided travel agency. Perform other related duties, special projects, and assignments as required. Assist other secretaries in back-up support and vacation coverage. PREFERRED JOB FUNCTIONS Assist with the preparation of presentation materials for firm and client audiences. Prepare correspondence, memoranda, and legal documents such as summonses, complaints, motions, and subpoenas from various sources of origination (handwritten, typed copy, electronic copy, tape transcription, etc.). Finalize legal briefs by ensuring styles are consistent throughout, preparing Table of Contents and Table of Authority, and redlining documents. COMPETENCIES Demonstrate the ability to take initiative and work both independently and in a team environment with a customer service focus. Possess the ability to work with staff and manage associate, attorney, and paralegal expectations, Ability to handle confidential and sensitive information with appropriate discretion. Ability to interface and collaborate in a complex matrix management environment. Works well under pressure. Demonstrates effective interpersonal and communication skills, both verbal and in writing. Great client service skills, including being comfortable interacting with firm clients. Have good organizational skills, prioritize workload and have a strong attention to detail. Must be able to follow direction. Possesses sound business judgment. Proven ability to multi-task. Demonstrate initiative to anticipate lawyers’ needs. QUALIFICATIONS AND REQUIREMENTS Proficient in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook). Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed. LTC4 or Microsoft Office Specialist (MOS) certification preferred. College degree preferred or equivalent work experience. Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings. Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.