Post Date: 11/09/2018
Close Date: 12/14/2018
The Portland office of Stoel Rives is seeking a Corporate Practice Assistant to provide legal administrative support to attorneys in the Corporate practice group. The ideal candidate for this position must be reliable, prioritize daily responsibilities and special projects, readjust as priorities change (which may be frequent), and accurately type documents from handwritten notes and from dictated audio files. Experience supporting a busy corporate practice and with real estate purchase and sale documents is a plus. The successful candidate will provide excellent client service and be knowledgeable in the attorneys’ practice and client industries. This position reports to the Practice Assistant Supervisor.
1. Legal Document Preparation and Management
Prepare template/shell documents, revise and finalize legal documents, including bylaws, articles of incorporation, asset purchase agreements, stock purchase agreements, leases, merger and acquisition documents, stock certificates, board consents and board minutes; prepare, update and maintain corporate minute books, stock ledgers and stock books; file documents with the Division of Corporation; prepare documents for transaction closings; and prepare electronic or hard copy closing notebooks.
2. Word Processing
Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.
3. Timekeeping and Billing
Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.
4. Client Service
Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.
Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.
6. File and Document Management
Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.
7. Other Administrative Support
Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.
Other duties as assigned.
Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.
• Accurately type 60+ wpm
• Proficiency in Microsoft Office suite
• Experience with law firm software, such as iManage, Adobe Acrobat, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, and InterAction is preferred
Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5 hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.
EDUCATION & EXPERIENCE
• High school diploma or GED equivalent
• At least three years of experience providing legal administrative support, preferably in the area of corporate law
• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience
• Basic understanding of accounting is a plus
NORMAL WORK HOURS
This position is non-exempt and eligible for overtime compensation. Expected hours for this position will be 7:30 a.m. to 4 p.m. Monday through Friday. Overtime may be required on occasion.
About Stoel Rives LLP: Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law. For more information, follow us @stoelrives or visit www.stoel.com.