Performs a broad range of administrative support for several attorneys in the Litigation department with a focus in Intellectual Property. Assists attorney(s) with duties including but not limited to, maintenance of marketing contacts, document production, electronic filing, written correspondence,  and data entry. Provides extensive calendar management and travel support for assigned attorneys and may consistently interact with clients via the phone and in person. Organizes and maintains all files relating to practice and administrative matters in accordance to attorney preferences.

Job Functions: 

• Maintains attorney(s) calendar and contact lists as Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Assumes expertise of Firm calendar management software.
• Provides general secretarial support to assigned attorney(s), which may include typing and drafting documents, liaising with marketing/client accounting departments, answering phones, scheduling appointments, calendar management, expense processing, and opening and distributing Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively.
• Prepares legal documents, correspondence, memos, letters, reports and power point presentations. Assists with drafting and preparing documents and mailings. Establishes and maintains files and enters data into a case management Assists in preparing written and oral presentations. Organizes, summarizes and indexes documents. Sends and retrieves documents from Record Center as needed and follows work flow procedures as it relates to opening/closing matters and generating engagement/disengagement letters.
• Submits attorney time via the 3E billing system. Reviews, revises, and disseminates monthly client billing statements; serves as liaison between billing department and direct report attorneys (primarily, one equity partner) re: all billing matters.
• Deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed and transcribes voicemail Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner. Maintains a courteous and service driven demeanor at all times. High emotional intelligence required.
• Coordinates all business related travel arrangements for direct report
• Maintains familiarity with legal terminology, state and federal court filing rules, basic legal procedure and law firm document Has knowledge of legal document formats such as contracts, agreements, briefs, summonses, complaints, and motions.
• Ensures a high level of service when interacting with clients, opposing counsel and other related internal and external Maintains discretion and sound judgment when interacting with others both external and internal to the Firm. Assumes a helpful, proactive and professional manner at all times when dealing with both internal and external clients. Supports and cultivates service standards as expected by the Firm.
• Operates standard office equipment such as computers, photocopiers, calculators, and uses required software applications to effectively perform job Records, edits, and submits timesheets through Carpe Diem software to the time and billing system.
• Willingness to learn intellectual property terminology and intellectual property-specific tasks to assist practice group members on an ongoing basis.
• Supports team work not only within the practice area but also in the Firm as a Assists others with questions, projects and basic task work consistently. Takes the initiative to orient new employees, secretaries and associates regarding Firm processes and procedures.
• Takes initiative  to  build  on  existing  skills  through  both  self-directed  development  as  well  as  Firm sponsored training Shows willingness to share knowledge or specialty with others in the Firm.
• Performs other duties and responsibilities as needed.

Essential Competencies: 

• Works proactively with others to support efforts within a department or function of the Firm.
• Organizes and prioritizes assignments and contributes to the department’s ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization. 
• Uses innovative thinking and exercises sound judgment to achieve results. 

Qualifications:

• Minimum High School Diploma, college degree preferred. 
• 5 years of legal assistant experience (preferably) supporting litigators in the Intellectual Property Practice.
• Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing Professional experience with, PACER, 3E, Outlook, MSWord (specifically in Power Point).
• Demonstrated ability to balance customer service while delivering high results and productivity. 
• Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation and legal terminology. 
• Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles.
• Openness to change pace quickly while maintaining strong organization and attention to detail.
• Team player and the willingness to support others and take on additional responsibilities as needed.
• Ability to lift boxes and move files as needed.

Physical Requirements:

• Must have minimal physical Position requires standing, walking, reaching, and lifting files and other office related documents or materials of up to 15 pounds.
• Must have the ability to operate equipment such as a computer and copy machines.
• Must have the ability to communicate clearly and to read and follow detailed instructions
• Must have the ability to prepare assorted documents and other related tasks.
• Must have the ability to work in stressful conditions under time deadlines.

Choate, Hall & Stewart LLP - Epicor HCM