Project Assistant – Boston, MA; Providence, RI; Miami, FL

Position Summary:

The Project Assistant provides administrative support to assigned firm personnel performing primarily non-legal document and administrative tasks. This position would be a stepping stone to moving into a role doing legal support work for timekeepers.

Responsibilities:

  • Handle incoming mail (virtually file and route)
  • Download and save documents to virtual files and setup folders/subfolders
  • Answer, screen and forward telephone calls; assist and provide information, as appropriate.
  • Proactively manage contacts in Outlook and firm’s contact management system
  • Make travel arrangements for attorneys and clients
  • Schedule and coordinate conference calls, meetings and appointments, including conference room reservations, equipment and food, as needed
  • Enter deadlines into the firm’s docketing system
  • Submit requests for invoice payments, checks and expense reimbursements
  • Track invoices/payments for corporate filings/searches
  • Assist with title searches and follow-up
  • Create, edit, format and proofread documents
  • Make copies and scan document projects
  • Support corporate closing process and post-closing process
  • Assemble binders and transcripts
  • Register attorneys for seminars and annual memberships
  • Assist with filings, mailings and other projects
  • Assist with managing hard copy files
  • Work effectively as part of a team
  • Perform other duties as assigned

Qualifications/Requirements:

  • College education or paralegal certificate preferred
  • Proficient spelling, punctuation and grammar
  • Strong, accurate typing skills
  • Ability to communicate clearly and concisely in both written and oral form
  • Ability to complete assignments with minimal supervision
  • Detail oriented; excellent proofreading skills• Strong organizational skills
  • Demonstrates client service skills
  • Excellent time management skills, including ability to multi-task and prioritize
  • Quickly adapts and uses technology
  • Knowledge and use of Microsoft Office technology (e.g. Word, Excel, PowerPoint)
  • Willingness to undertake additional responsibilities and assist others when needed
  • Ability to be flexible and adaptable in a variety of situations
  • Ability to interact with clients and colleagues with professionalism and tact in every medium of communication (in person, telephone, e-mail)
  • Reliable
  • Eagerly learn and apply new concepts and technologies as necessary for the assigned task