Job Description:
High-profile, international law firm, is seeking a high quality Financial Services Practice Assistant to support a group of attorneys and professionals in a team environment in Uptown Dallas! This position requires experience with preparing closing binders, signature page checklists, signature packets, stock purchase agreements, shareholder agreements, stock certifications, SEC documents, bylaws, articles of incorporation, and minutes.
Duties & Responsibilities:
- Communicate effectively and professionally with clients, attorneys, and co-workers via email, telephone and in person; answer telephone providing responses to routine questions form clients and staff members and/or route calls to appropriate attorney or staff member; arrange conference calls and greet clients.
- Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of the attorneys.
- Schedule domestic and foreign travel through firm travel system, including flights, hotels and/or car rentals.
- Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
- Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents.
- Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
- Open, prioritize and distribute mail; coordinate mailings, deliveries, and copying, scanning, and printing.
- Enter and manage work requests from attorneys in the firm’s workflow tool and complete.
- Perform routine electronic and paper filing in an organized manner; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments such as office services, the IT Help Desk, document services, accounting, billing, and records.
- Perform and file maintenance, including saving documents to the document management system.
- Assist attorneys with time entry, billing, and collection, as needed.
- Produce a high volume of work assignments in an accurate and timely manner
- Perform clerical duties for non-legal departments, as needed.
- Special projects and duties as assigned.
Qualifications:
- Advanced knowledge of Microsoft Office Suite and Adobe.
- Experience with document management systems.
- Experience with electronic signature software programs.
- Proficiency in core legal administrative assistant functions and advanced technical and communication skills.
- Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
- Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
- Ability to take direction and work independently with little supervision.
- Must have excellent proofreading skills.
- Must have a strong work ethic with ability and commitment to maintain confidentiality.
- Bachelor’s degree preferred.
- 4-5+ years supporting attorneys and paralegals with administrative or client-related tasks preferred.
- Familiarity with large file sharing and electronic signature applications.
- Experience with preparing closing binders, signature page checklists, signature packets, stock purchase agreements, shareholder agreements, stock certifications, SEC documents, bylaws, articles of incorporation, and minutes.
Compensation & Benefits:
The firm provides an excellent benefit package to include parking, 37.5 hour work week, etc. The Practice Assistant position is currently a hybrid role with designated days required to be in the office. Legal experience within a law firm is preferred.