Legal Practice Assistant

Legal Practice Assistant (Legal Secretary)

Perkins Coie is seeking a Legal Practice Assistant (Legal Secretary) to provide highly varied and complex administrative support, with minimal supervision, to designated attorneys in our EER practice group, other Legal Practice Assistants, paralegals, and the firm.

In addition, as a member of the Perkins Coie LLP professional support staff team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Legal Practice Assistant is expected to maintain the highest level of professional conduct and confidentiality.

Essential Functions

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

• Proactively maintain overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
• Create, edit, revise, redline, and / or proofread documents from dictation, handwritten, typed, or electronic copy.
• Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment.
• File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
• Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required.
• Process and route incoming mail, faxes, and electronic communications upon receipt as well as prepare outgoing mail (including boxes / packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines.
• Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents / actions for legal proceedings meet firm docketing requirements.
• Coordinate preliminary conflict checks with Professional Standards to ensure attorney and firm's ability to represent requesting party.
• Prepare new client / matter intake forms and engagement letters.
• Assist with billing process, including daily time entry entering, proofreading, spellchecking, and releasing distribute monthly proformas, review and edit prebills, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures.
• Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
• Coordinate client / attorney / administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meal preparation of materials, and arrangement with a third party if needed (e.g., court reporter / videographer).
• Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers.
• Set up and maintain administrative and client files; file electronic and / or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent).
• In addition to primary legal support duties, this position will provide backup reception and hospitality support as business needs require. This may include greeting clients and visitors, setting up conference rooms for meetings and presentations, and ensuring a professional and welcome environment. The ability to seamlessly transition between legal and administrative support function is essential.

This is a fully onsite in office role.

Specific Skills Preferred

Excellent organizational skills for prioritizing workload. Solid knowledge of library operations and records storage procedures for retrieving materials and files for case work. Knowledge of records management. Working knowledge of state and federal court and administrative agency rules, procedures, and deadlines. Thorough understanding of legal terminology and procedures pertinent to the area of assignment.

Education and Experience

Requires a high school diploma or equivalent. Previous law firm experience of five or more years. Experience as a corporate secretary in the legal field or legal secretarial experience with corporate transactional matters is a strong plus. Notary certification is helpful.