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Administrative Assistant (3 - 5 years)

Location: Philadelphia
Posted on: November 22, 2021

Job Description:

The Philadelphia office of Schnader Harrison Segal and Lewis LLP, a prominent national law firm, seeks to hire a team orientated administrative assistant to provide administrative and secretarial support to it's very busy Tax and Wealth Management Department. The selected candidate will ensure attorneys, fiduciary administrators and tax accountants daily business requirements are met timely, effectively and efficiently.What sets Schnader apart from its competitors is its "small-firm" feel and "large firm" legal practice. Schnader's long-standing tradition and commitment to pro-bono work and public service, paired with its talented attorneys and staff, sophisticated work and a high level of customer service has contributed to its reputation for superior quality legal work within a uniquely positive and friendly working environment. This is an exciting opportunity for a candidate with solid employment history who is looking for a diversified, fast-paced, and challenging position and who takes pride in and ownership of a job well done.Schnader Harrison Segal & Lewis LLP is an Equal Opportunity Employer. We warmly welcome qualified candidates with rich and diverse backgrounds to apply and are military friendly.Responsibilities:

  • Draft, type and proofread engagement letters, correspondence, memoranda and other legal documentation; draft and maintain lists, tables and Excel worksheets.
  • Scan original documents to be saved in IManage and the Will Control program.
  • Prepare New Business Records and act as a liaison with New Business Conflicts Department to ensure conflicts checks are completed and client and matter numbers are assigned; Manage time and billing for attorneys, act as liaison between accounting and attorneys to finalize invoices, timely deliver and track bills to clients.
  • Retrieve and process original client documents including copying, scanning, creating (and updating) physical and PDF binders, and preparing for Will Control and vault storage.
  • Maintain attorneys' calendars and schedules. Coordinate and schedule both in-person and virtual meetings, including booking travel and conference rooms, arranging catering, preparing meeting documents, coordinating schedules, and greeting clients.
  • Maintain and routinely update detailed list of deadlines in connection with estate administration, trust administration, foundation administration and tax filings in support of Fiduciary Administrators and Tax Accountants.
  • Provide customer service to clients. Answer telephones and take messages. Scan and distribute mail. Organize, copy and scan correspondence and client communications. Processes incoming and outgoing mail. Electronically preparing overnight mailing labels.
  • Act as witness at the signing of estate planning documents. May provide notary services.
  • Process attorney and client expenses and reimbursements.
  • Other duties as assigned.Requirements:
    • High School graduate or equivalent; some college helpful.
    • 3 - 5 years of administrative experience.
    • Experience setting up virtual conferences and rooms utilizing Zoom, Star leaf, and conference calling.
    • Experience in a law firm or professional services environment helpful.
    • Notary designation, a plus.Skills:
      • Microsoft Outlook, Word, Excel and PDF software proficiency.
      • Accuracy and attention to detail.
      • Ability to prioritize tasks and meet deadlines.
      • Strong organization and interpersonal skills with ability to communication effectively. orally and in writing, with attorneys, clients and staff.
      • Ability to work independently as well as a part of a team.
      • Ability to delegate work and provide work oversight.Rewards: Schnader offers an extensive menu of generous benefits including medical, dental and vision providing domestic partner and family coverage. We also offer short and long term disability, long term care, life, AD&D, supplemental life, supplemental AD&D, gap hospital, accident and critical illness insurances, domestic partner benefits, flex spending (Medical, Dependent Care & Transportation) and health savings accounts, pet insurance, 401k match, as well as paid vacation, sick and holiday time. Most benefits are effective on the first of the month following date of hire.Applicants should e-mail a resume and cover letter. Applicants applying should include " AA" in the e-mail "Subject" line.Job Type: Full-timeSchedule:
        • Day shift
        • Monday to FridayCOVID-19 considerations:Schnader Harrison Segal & Lewis LLP is taking all of the prescribed CDC, federal, city and state safety precautions in order to ensure the health and safety of our employees, their families, clients and the communities in which we serve.Application Question(s):
          • Do you have 3 years of administrative experience?
          • Do you have experience setting up virtual conferences and rooms utilizing Zoom, Starleaf and conference calling?
          • Do you have experience working in law firm or professional services environment?
          • Are you a notary in PA?
          • Are you proficient in Microsoft Outlook, word, excel and pdf software?Work Location:
            • One locationWork Remotely:
              • Temporarily due to COVID-19Work Location: One location

Keywords: SCHNADER HARRISON SEGAL & LEWIS LLP, Philadelphia , Administrative Assistant (3 - 5 years), Administration, Clerical , Philadelphia, Pennsylvania

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