Administrative Assistant Jobs in Maine

Position Summary

Coordinates all aspects of litigation matters from initial matter intake through final disposition in support of members of the Litigation Practice Group, including assistance with preparing for and conducting trials, depositions, and other hearings; assessing and organizing documents and other materials; preparing graphics and other demonstratives; drafting pleadings and correspondence; managing schedules; and completing various related administrative tasks. Position is based in our Portland, Maine office.

Responsibilities

• Assisting with presentations at trials, depositions, hearings, and other court proceedings.
• Attending and preparing summaries of client meetings and phone calls.
• Preparing exhibits for depositions, court filings, and trials.
• Assessing and reviewing documents, preparing deposition summaries or digests, preparing chronologies and fact summaries, and otherwise managing both incoming and outgoing document productions and other case information.
• Assisting in the preparation of graphics and other demonstrative exhibits.
• Drafting pleadings, proofreading and editing documents for grammatical, typographical, and spelling errors, with ability to create a Table of Contents and/or Table of Authorities, as necessary.
• Reviewing Local Rules of Courts for proper preparation and filing/e-filing of pleadings in a particular state/district.
• Managing schedules, including maintaining calendar of meetings and business trips, gathering and preparing necessary materials in advance of commitments, and otherwise coordinating schedule obligations.
• Receiving, screening, and promptly routing incoming telephone calls, conference calls, and messages to attorneys, clients, and staff. Assisting callers as appropriate in attorney’s absence. Referring callers to other attorneys and responding to inquiries when appropriate.
• Sorting, scanning, and distributing incoming and outgoing mail promptly upon receipt. Opening, reviewing. and calendaring pleadings and materials as directed.
• Drafting and editing correspondence, documents, memoranda, and project work in the production of legal documents. Drafting routine correspondence and pleadings for attorney review and signature.
• Coordinating conferences, meetings, appointments, and depositions for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials, and greeting clients. Coordinating seminar registration and travel arrangements, securing air, hotel, and car reservations for attorneys (and possibly clients).
• Preparing bills monthly and distributing to other attorneys for review, as necessary. Editing and finalizing bills to ensure accuracy of input.
• Submitting conflict checks through the automated system for review by attorneys, to ensure attorney and firm ability to represent potential client.
• Setting up, organizing, and maintaining firm files in electronic and/or paper form. Reading and reviewing material to be filed, filing documents in proper files, and retrieving documents and files when requested. Designating disposition of files to either form files, attorney files, or finish files as appropriate. Entering closed files on firm’s finish file database.
• Performing a variety of administrative functions including processing new matter reports, drafting engagement letters, calendaring deadlines on firm’s electronic database, preparing attorney expense reimbursements, tracking attorney CLE credits and bar registrations, etc.

Required Knowledge, Skills, and Abilities

• Bachelor’s degree and/or associate’s degree with relevant work experience.
• 2+ years of legal administrative assistant experience a plus.
• Strong problem-solving skills.
• Demonstrated ability to be a team player. A can-do attitude.
• Excellent written and verbal communication skills.
• Ability to demonstrate a high degree of professionalism and interpersonal skills, including maintaining positive contact with clients, attorneys, and co-workers.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Strong technical aptitude. Intermediate Microsoft Word, Excel, Adobe, Teams, and PowerPoint skills required, with advanced skills preferred.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Flexibility to work extended hours as needed.
• Ability to perform online research (for the background of a case, parties involved, individuals’ addresses, etc.).

The target salary range for this position varies by location and is commensurate with relevant experience: Portland $60,000-$70,000

To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.