Wiley Rein LLP
Legal Administrative Assistant
Wiley Rein LLP, Washington, District of Columbia, us, 20022
Wiley , a leading Washington, DC law firm, has an opening for a
Legal Administrative Assistant . This position provides high-level administrative and business development support to the firm’s attorneys.SUMMARY/OBJECTIVE:
The Legal Administrative Assistant provides high-level administrative and business development support to the firm’s attorneys. This position is eligible to participate in the firm’s flexible work program.RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
Enters attorneys’ time daily, releases attorney time entries to Accounting on schedule, and maintains appropriate recordsPromptly processes expenses, reimbursements, and vendor invoicesSupports monthly billing cycle, including reviewing and processing monthly client bills for assigned attorneys; following up to ensure deadlines are met; tracking invoices, payments, and retainers; and coordinating between attorney and the Accounting & Finance teamPrepares new business intake forms for new and existing clients, conflict sheets, and engagement letters and assists with resolution of questions that arise during the conflicts processCoordinates conferences, meetings, and appointments, often involving internal and external participants, varying locations, and time zones, including catering and audio-visual equipmentProactively manages attorneys’ full and active calendars of appointments and ensures that attorneys are prepared for all commitmentsProofreads and redlines work for accuracy of copy, format, grammar, punctuation, and syntaxCreates shell documents in Word for use by attorneys, including, if necessary, automatic numbering, schemes, and styles through the firm’s document automation/formatting toolsCreates, converts, edits, and compares documents (including letters, memoranda, pleadings, tables, spreadsheets, and presentations) using office productivity softwareCoordinates with firm departments, including Office Services, IT, Conference Services, and Accounting, as well as third-party vendors to ensure attorneys can work efficiently and effectively and client service remains highMaintains and updates client contacts and distribution lists in the firm’s client management systemCoordinates domestic and international travel arrangements in partnership with the firm’s travel agency, securing air and ground transportation, arranging hotel and/or meeting accommodations, preparing detailed itineraries and travel agendasCoordinates with Marketing Department to assist with business development, research, and client service-related activitiesHandles projects expeditiously and proactively and follows through on projects to successful completion, often with tight and conflicting deadlinesWORK ENVIRONMENT:
Position operates in a professional office environment which is usually quiet to moderatePosition routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinetsPosition requires that the employee be able to multi-task in a fast-paced work environmentPHYSICAL DEMANDS:
This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.May require the employee to carry or lift items weighing up to 10 poundsKNOWLEDGE, SKILLS, AND ABILITIES:
Ability to communicate professionally and effectively, both in oral and written formAbility to demonstrate attention to detail and accuracyAbility to multi-task, prioritize/coordinate deadlines, and track progress of tasksAbility to think critically and analytically in a deadline-driven environmentMaintain confidentiality of work-related information and materialsAbility to organize and prioritize projects and deadlinesAbility to manage workflows and delegate projects as necessaryAbility to establish and maintain effective working relationships in or out of a team environmentProficiency in office productivity tools (Outlook, Word, Excel, PowerPoint, and Adobe Acrobat), law firm timekeeping/billing programs, and document management systemsPossesses the attitude of collaboration and sharingWillingness to learn and adopt new methodologiesFlexibility to work overtime on an as-needed basisEDUCATION AND EXPERIENCE:
High school diploma required; Bachelor’s degree preferredMinimum of two (2) plus years of related experiencePrior experience in a law firm or professional services environment preferredThis description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.The base salary for this position is $60,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.*Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity, and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
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Legal Administrative Assistant . This position provides high-level administrative and business development support to the firm’s attorneys.SUMMARY/OBJECTIVE:
The Legal Administrative Assistant provides high-level administrative and business development support to the firm’s attorneys. This position is eligible to participate in the firm’s flexible work program.RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
Enters attorneys’ time daily, releases attorney time entries to Accounting on schedule, and maintains appropriate recordsPromptly processes expenses, reimbursements, and vendor invoicesSupports monthly billing cycle, including reviewing and processing monthly client bills for assigned attorneys; following up to ensure deadlines are met; tracking invoices, payments, and retainers; and coordinating between attorney and the Accounting & Finance teamPrepares new business intake forms for new and existing clients, conflict sheets, and engagement letters and assists with resolution of questions that arise during the conflicts processCoordinates conferences, meetings, and appointments, often involving internal and external participants, varying locations, and time zones, including catering and audio-visual equipmentProactively manages attorneys’ full and active calendars of appointments and ensures that attorneys are prepared for all commitmentsProofreads and redlines work for accuracy of copy, format, grammar, punctuation, and syntaxCreates shell documents in Word for use by attorneys, including, if necessary, automatic numbering, schemes, and styles through the firm’s document automation/formatting toolsCreates, converts, edits, and compares documents (including letters, memoranda, pleadings, tables, spreadsheets, and presentations) using office productivity softwareCoordinates with firm departments, including Office Services, IT, Conference Services, and Accounting, as well as third-party vendors to ensure attorneys can work efficiently and effectively and client service remains highMaintains and updates client contacts and distribution lists in the firm’s client management systemCoordinates domestic and international travel arrangements in partnership with the firm’s travel agency, securing air and ground transportation, arranging hotel and/or meeting accommodations, preparing detailed itineraries and travel agendasCoordinates with Marketing Department to assist with business development, research, and client service-related activitiesHandles projects expeditiously and proactively and follows through on projects to successful completion, often with tight and conflicting deadlinesWORK ENVIRONMENT:
Position operates in a professional office environment which is usually quiet to moderatePosition routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinetsPosition requires that the employee be able to multi-task in a fast-paced work environmentPHYSICAL DEMANDS:
This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.May require the employee to carry or lift items weighing up to 10 poundsKNOWLEDGE, SKILLS, AND ABILITIES:
Ability to communicate professionally and effectively, both in oral and written formAbility to demonstrate attention to detail and accuracyAbility to multi-task, prioritize/coordinate deadlines, and track progress of tasksAbility to think critically and analytically in a deadline-driven environmentMaintain confidentiality of work-related information and materialsAbility to organize and prioritize projects and deadlinesAbility to manage workflows and delegate projects as necessaryAbility to establish and maintain effective working relationships in or out of a team environmentProficiency in office productivity tools (Outlook, Word, Excel, PowerPoint, and Adobe Acrobat), law firm timekeeping/billing programs, and document management systemsPossesses the attitude of collaboration and sharingWillingness to learn and adopt new methodologiesFlexibility to work overtime on an as-needed basisEDUCATION AND EXPERIENCE:
High school diploma required; Bachelor’s degree preferredMinimum of two (2) plus years of related experiencePrior experience in a law firm or professional services environment preferredThis description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.The base salary for this position is $60,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.*Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity, and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
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