Job Description

Summary:

Provide lawyers and other team members, such as paralegals, legal assistants, leadership, and operations team members, with support while working on a wide range of secretarial, administrative, and ad hoc projects. Provides flexibility in extending support and assistance through multi-tasking for multiple people and/or initiatives and proactively contributes to the group/Firm’s success by actively seeking to improve working processes, anticipate needs, and acting accordingly. This role is central to ensuring a smooth operation of the practice group and supports the team members in their day-to-day workload.

Skill Requirements:

• Fully competent in Microsoft Suite (Word, Excel, PowerPoint, Outlook, etc.)
• Demonstrated verbal and written communication skills
• Demonstrated customer service skills
• Demonstrated ability to manage multiple and competing priorities
• Ability to receive, review, and understand scheduling documentation from courts and other tribunals and create an accessible and responsive schedule for multiple attorneys
• Ability to manage multiple personal calendars within outlook, process scheduling requests, schedule meetings, appointments, and travel
• Demonstrated ability to handle phone inquiries and requests through a multiline system in a responsive manner
• Ability to assist with the billing process, including but not limited to time entries, tracking invoices, and expense reimbursement
• Ability to assist with attorney licensing requirements
• High level of attention to detail on an ongoing basis
• Ability to manage excel and other databases to ensure they remain up to date
• Ability to meet shifting deadlines

Primary Functions

• Interact with clients as directed by their practice group
• Receive and calendar court schedules
• Perform general office duties, including mailing, document management, data entry, and maintenance of other general office needs as requested
• Provide typing and other electronic support as requested, including from dictations
• Answer phones, take messages, escalate matters as necessary, and redirect calls
• Filter, sort, and respond to emails from clients and other parties by email in a professional and polished manner consistent with Bernstein Shur standards
• Initiate conflict checks
• Assist with opening and closing client matters
• Assist with e-filing procedures
• Assist with discovery organization
• Create binders, signature packages, exhibits, or other printed or electronic materials
• Upload and organize work appropriately within the document management system
• Support attorneys and others who are working off-site
• Other duties as assigned to support the practice group or firm functions

Required Qualifications:

• AA/AS required
• BA/BS strongly preferred
• One year of relevant work experience as an administrative/executive assistant required
• Flexibility to work on or off site
• Flexibility to work overtime as needed based on the demands of the business

Physical Requirements/Environment:

• Full time in-office work is required
• Sit/stand for extended periods of time
• Extensive computer work (6-8 hours daily)
• Lift/push/pull at least 25 lbs. in the form of boxes of files or other materials
• Interact with others regularly in a collegial manner
• Noise and other distractions may be present in the workplace
• Extended hours may be necessary

BENEFITS PACKAGE:

• Excellent medical, dental, and vision insurance
• Group life and disability insurance
• Financial wellness program
• 401K employer match and profit sharing
• 23 days PTO starting on day one
• Eleven paid holidays
• 16 weeks paid parental leave
• Mobile data reimbursement
• Free parking

ABOUT BERNSTEIN SHUR

Our 100+ award-winning attorneys and professionals are driven, dominant, and deliver results. The ideal candidate will have a growth mindset, strive to achieve the highest level of professional excellence, and thrive in an atmosphere that’s collaborative, authentic, and respectful. We have exceptionally high standards for everything we do, and we’re looking for high-energy candidates who want to make a big impact. We work together to continually raise the bar and put our clients’ interests first. In 2023, Bernstein Shur was named one of Maine’s Best Places to Work for the twelfth time. It’s a reflection of our values and firm-wide commitment to create a culture that believes in diversity, flexibility, and family-friendly policies. Simply put, we desire to do great work—and have great lives.

Bernstein Shur is an equal opportunity employer.

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