Legal Assistant - Boston, MA

The Legal Assistant is an integral part of the client service and delivery team for the individuals, families and other clients in our Individual Clients Department.  The Legal Assistant will have significant client contact as well as contact with other members of the client's team such as accountants and investment managers and will be responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that Day Pitney successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of trusts and estates practice, knowledge of procedures and filing requirements of the probate courts, and knowledge of and adherence to compliance policies (e.g. conflicts of interest, privacy, deadline docketing, misuse of inside information). A successful Legal Assistant will perform administrative and client-specific work in a manner that supports Day Pitney's objective of distinguishing itself through exceptional service. The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, coordinating and producing a high volume of client and administrative work and communicating directly with the client as directed by those for whom he or she works. Responsibilities for this position may include those of a Project Assistant.

Responsibilities:

  • Type, edit, format and proofread a variety of moderate to complex documents, insure that all enclosures or attachments are in keeping with the documents, and handle mail or other delivery of those documents in accordance with instructions
  • Independently perform full range of administrative support to timekeepers
  • File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for FileSite and document naming conventions
  • Search and retrieve requested information from virtual and papers files as needed
  • Delegate work to firm resources to effectively complete work assignments
  • Understand month-end closing schedule and remind timekeepers that time must be released in DTE to meet closing deadlines
  • Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
  • Process payment of bills and handle delivery of bills to clients that require customized transmittal letters or emails
  • Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, produce preliminary draft engagement letters for attorneys and finalize after approval process; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
  • Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
  • Leverage QuickLook to obtain financial and other information
  • Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
  • Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
  • Print and organize incoming account opening paperwork on trust related matters for attorney signature
  • Submit attorney registrations for conferences, events, and seminars, supervise travel arrangements and prepare itineraries
  • Process expense reimbursements
  • Coordinate submission of CLE program participation for recordation for mandatory CLE purposes
  • Review attorney's incoming mail and organize for attorney as per their specifications
  • Review and organize client's executed estate plan documents for Conforming Department
  • Provide assistance with marketing initiatives and client events
  • Maintain spreadsheet of fiduciary income tax returns due and mailing of said fiduciary income tax returns
  • Work with investment management companies on trust-related matters
  • Enter trust client information into ICD Trust Account Profile database
  • Serve as a witness and/or Notary Public at a client's signing of original documents

Qualifications/Requirements:

  • Minimum five years of legal secretarial experience
  • Experience in handling a wide range of administrative tasks
  • Experience making travel arrangements
  • Ability to support multiple timekeepers in a fast paced, changing environment
  • Ability to effectively manage conflicting priorities
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Outstanding client service and decision-making skills
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or "pieced" together or from oral instructions
  • Familiarity with procedures of probate courts and IRS.
  • Ability to work independently, with minimum supervision while also contributing to a team
  • Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
  • Responsiveness to timekeeper/client needs and follow-up where appropriate
  • Good understanding of basic business relationships and client confidentiality principles
  • Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, DTE, CMS, PDF scanning, HotDocs, AccuRoute, Nuance PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
  • Become familiar with firm information resources
  • Massachusetts Notary Public