Legal Assistant Private Client Services Philadelphia

SUMMARY: Under general supervision and according to established policies and procedures performs a variety of secretarial and administrative duties for legal professionals in the Private Client Services practice with a focus on operational excellence and client service. Establishes and maintains positive relationships with attorneys staff and clients and observes confidentiality of client and other firm matters.

ESSENTIAL FUNCTIONS:

• Responsible for processing original client documents including copying scanning creating (and updating) binders transmitting documents to clients and preparing for vault storage; Maintains and updates ongoing client document status spreadsheet.
• Proactively implements and maintains highly effective office organizational systems.
• Provides general administrative support to legal professionals including maintaining calendars and schedules and processing incoming and outgoing mail.
• Types and proofreads engagement letters correspondence memoranda and other administrative documentation.
• Acts as a witness at the signing of estate planning documents if necessary having the ability to maintain good public relations with clients as well as observing confidentiality and attorney/client relationships.
• Coordinates and schedules meetings including booking conference rooms arranging catering printing documents and coordinating schedules.
• Manages expenses including processing expenses for legal professionals and business development expenses.
• Coordinates the filing of gift tax returns and other administrative filings in connection with ongoing estate and trust administration.
• Performs other administrative and support duties as assigned

QUALIFICATIONS (EXPERIENCE KNOWLEDGE SKILLS AND ABILITIES):

• High School diploma (Associates or Bachelors Degree preferred) with at least 3-5 years of related administrative or legal assistant experience. Specific knowledge of estate and trust documents/terminology a plus.
• Strong organizational skills are imperative with the ability to organize and prioritize numerous tasks and complete them in a timely manner on an on-going basis as well as under strict time constraints when necessary.
• Must possess a high level of technical competency on various job-related computer software packages and applications including MS Word MS Outlook and MS Excel.
• Strong written communication skills with the ability to proofread material for grammatical typographical and spelling errors required.
• Interpersonal skills necessary in order to communicate successfully either in person by phone or through e-mail (including directly with clients).
• Must be able to follow instructions effectively from a diverse group of legal professionals and staff and provide information with professional courtesy and tact.
• Must be able to maintain discretion and confidentiality related to all functions.
• PA notary qualifications preferred
• Must be available to work onsite 5 days per week

BENEFITS:

• Comprehensive healthcare dental vision and prescription plans.
• Commuter HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 22 PTO days 11 paid holidays