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Performs a broad range of secretarial and administrative support for attorneys in the Wealth Management area. Assists with duties including but not limited to typing, filing and data entry. Provides calendar management support for assigned pairing and may consistently interact with clients via the phone or in person. Organizes and maintains all electronic and paper files relating to practice and administrative matters in accordance with team preferences. Job Functions:
- Provides general secretarial support to assigned attorneys which may include drafting documents, answering phones, scheduling appointments, calendar management, opening and distributing mail. Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively.
- Prepares correspondence, memos, letters, and reports. Assists with initial drafting and editing documents such as wills, estates, and trusts. Establishes and maintains files and enters data into a case management system. Organizes, summarizes, and indexes documents. Sends and retrieves documents from Record Center as needed and follows workflow procedures as it relates to opening/closing matters and generating engagement/disengagement letters.
- Assumes responsibility for all incoming and outgoing calls; answers phone, deals with routine inquires for both internal and external contacts; refers calls to other team members or attorneys as needed. 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.
- Maintains pairing's calendar and contact lists as requested. Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed. Coordinates all business-related travel arrangements.
- Maintains familiarity with legal terminology, basic legal procedure, and law firm document protocol. 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 and other related internal and external contacts. Maintains discretion and sound judgment when interacting with clients, both external and internal to the Firm. Assumes a helpful, proactive, and professional manner at all times.
- Submits attorney time via the 3E billing system. Reviews, revises, and disseminates monthly client billing statements. Liaises with Billing Department.
- Performs other duties and responsibilities as assigned.
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.
- Five years of legal assistant experience in a wealth management practice.
- Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing software. Professional experience with 3E, Outlook, MSWord.
- 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.
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Choate, Hall & Stewart LLP
Mar 07, 2025