Job Description

Immigration and Employment Legal Admin - Portland, ME

This position supports the firm's Immigration and Employment Practice Group attorneys and paralegals in our Portland, ME office. This role performs a variety of administrative duties in support of these groups, maintains positive contact with clients and co-workers, and observes confidentiality in all client and firm matters.

Responsibilities

Coordinate preliminary conflict checks to ensure attorney and firm ability to represent potential client. Set up, organize, and maintain client files. Read and review material to be filed, file documents appropriately, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files, or finish files as appropriate. Sort, date stamp, and distribute incoming and outgoing mail promptly. Open and review materials as directed. Compose/draft routine correspondence for attorney signature. Support attorneys with litigation matters, including maintaining case dockets, attending to electronic filing, document management, and managing deadlines. Assist attorneys with inbox management and email filing. Prepare PowerPoint slides for webinars; coordinate with marketing in all aspects of webinar planning. Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparing materials, and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel, and car reservations for attorneys and clients. Prepare bills monthly. Edit and finalize bills to ensure accuracy. Perform a variety of administrative functions including processing new matter reports, preparing expense reports, tracking CLE credits, etc. Use firm applications efficiently and effectively to process work. Work collaboratively to meet the needs of attorneys across the firm. Follow up on requests made by attorneys, paralegals, and clients. Receive, screen, and route incoming telephone calls, conference calls, and messages to attorneys and paralegals promptly. Assist callers as appropriate in attorney's absence. Refer callers to other attorneys and respond to inquiries when appropriate. Perform other functions as requested or needed.

Qualifications and Skills

Three+ years of legal administrative assistance, preferably supporting an immigration or employment group. Bachelor's degree preferred. Strong organizational skills with the ability to prioritize tasks and effectively manage multiple deadlines. Strong technical aptitude. Advanced Microsoft Office skills (Word, Outlook, Excel, PowerPoint) required. Detail focused, ensuring the highest quality work product for the client. Strong problem-solving skills and ability to take initiative. Able to work independently. Ability to demonstrate a high degree of professionalism and interpersonal skills, including maintaining positive contact with clients, attorneys, and co-workers. Demonstrated ability to be a team player. A can-do attitude. Excellent written and oral communication skills. Ability to proofread materials for contextual, grammatical, typographical, and spelling errors. Must maintain confidentiality and handle sensitive information with discretion. Ability to work more than 37.5 hours when required to complete specific projects or tasks.

This position is an in-office role in our Portland office with the possibility to work remotely up to two days per week after six months of employment, subject to satisfactory work performance.



To apply, please submit your cover letter and resume to Maria Gaetani, mgaetani@pierceatwood.com