Legal Team Assistant

Provides diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. This individual will prepare documents, correspondence and extensive client billing. Additional responsibilities include extensive internal and external client contact, organizational and research support, as well as perform a wide variety of other administrative functions.
This role will provide support to the direct assigned partners and in-direct assigned principal(s), ensuring effective completion of tasks submitted to the Local Hub. The Legal Team Assistant II will work closely with the Legal Team Coordinator, Legal Team Assistants and Legal Team Administrative Assistants in order to complete tasks for the practice groups
The Legal Team Assistant possesses expertise of specialized knowledge and skills in own area and demonstrates the ability to assume responsibility with minimal supervision, exercises excellent judgment and makes independent decisions within the scope of assigned authority. The Legal Team Assistant will effectively use his/her skills and knowledge to improve processes and procedures.

Job Description

Essential job functions

• Answer phones, transfer calls, take messages, establish conference calls and use voice mail
• Handle written and electronic correspondence, including proofreading, organising and sending materials to clients
• Prepare and process client bills and associated cover letters
• Act as a mentor to team members, answer queries and provide training
• Act as a team leader for departmental and firm projects and initiatives
• Acts as an expert in the Legal Team Hub support group, fielding questions from others and training less experienced colleagues as needed.
• Prepare new matter reports and update list of client/matter codes
• Liaise extensively with lawyers, principals and clients, investigating and responding to requests where appropriate
• Manage lawyers’ Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions
• Maintain lawyers’ time entries in Carpe Diem
• Monitor professional development requirements for principals
• Create and update comprehensive contact information using Dechert CRM best practices
• Make travel arrangements and complete travel and expense reports in Concur
• Manage workflow and coordinate projects with office services
• Schedule meetings, reserve rooms, coordinate video or audio equipment, and order food
• Use MS Office in preparation of documents, spreadsheets and presentations
• Maintain document filing to firm standards including Kwiktag
• Utilise iManage document management system for all documents
• Review and process administrative and personal charges via BillBack
• Performs all other duties as necessary and as assigned by your allocated principal, Legal Team Coordinator or line manager ‘for efficient functioning of the Department, Office and Firm
• Maintain up to date handover notes to ensure consistent quality of service in case of absence

Interactions

The Legal Team Assistant will interact regularly with Firm Lawyers, paralegals and staff in facilitating the flow of all administrative work.  The Legal Team Assistant will also interact, from time to time, with clients, counsel and court personnel.  The Legal Team Assistant will work regularly with other Dechert departments such as Administration, Finance, Hospitality, Reception, Dechert 24/7, Facilities and Office Services, as well as members of all Dechert regional offices

Knowledge, Skills and Abilities

• Secondary level education required; university studies preferred
• Previous legal secretarial experience in a large law firm and understanding of structure and best practices
• [English fluency at native or bilingual level]
• Typing 65wpm and proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent interpersonal and organisational skills
• High attention to detail and ability to multi-task
• Ability to prioritise and coordinate work
• Ability to maintain confidential information
• Ability to complete assignments within agreed deadlines by prioritising workload
• Ability to assume responsibility with minimal supervision, making independent decisions within the scope of assigned authority
• Ability to work independently and as part of a collaborative team
• Ability to maintain confidential information
• Ability and willingness to learn new skills as they become necessary
• Practice and foster an atmosphere of teamwork and cooperation

This job description is intended to provide an overview of the role, and is not an exhaustive list of tasks and responsibilities.

Additional Job Description

Location(s)

Philadelphia

Time Type

Full time

Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination.  The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.