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Performs a broad range of administrative support for several attorneys in the Finance and Restructuring practice group. Responsibilities include extensive calendar management, travel arrangements and client relations.
Provides support in an administrative capacity as it relates to client letters, files and support functions specific to Finance and Restructuring.
Job Functions:
- Provides general administrative support to assigned attorney(s) which may include drafting client letters, fielding client phone calls, coordinating appointments, calendar management and travel arrangements. Deals with sensitive, confidential information and is consistently responsive to attorney and client needs.
- Provides highly technical document production including but not limited to typing, drafting and editing documents, dictation, redlining documents, conversion of documents from PDF to word, working on basic to highly complex Excel spreadsheets, creating or editing complex Power Point presentations, scanning, setting up closing binders and making copies.
- Understands document legal terminology, basic legal procedure and law firm document protocol. Has knowledge of legal document formats such as contracts, and agreements. Prepares correspondence, memos, and complex spreadsheets utilizing excel. Maintains files and all client documentation. Works closely with Attorneys in preparing client presentations utilizing available technologies such as Power Point and Excel.
- Ensures a high level of service when interacting with clients and other related internal and external contacts. Maintains discretion and sound judgment when interacting with clients, both external and internal to the Firm. Assumes a helpful, proactive and professional manner at all times when dealing with both internal and external clients.
- Assumes accountability for all incoming and outgoing calls; answers phone, deals with routine inquires for both internal and external contacts; refers calls to other contacts as needed and takes thorough messages. Utilizes strong communication skills, both written and verbal, to ensure information is obtained and relayed in a professional manner. Maintains a courteous and service driven demeanor at all times.
- Helps to submit time entries for their Attorneys in addition to organizing bills with their assigned billing coordinator.
- Utilizes strong communication skills, both written and verbal, to ensure instructions are clearly understood and that work is completed as requested.
- Brings expert organizational skills to the role with the ability to provide guidance on the most efficient and effective way to complete tasks. Takes lead on projects and is self-starter with work.
- Maintains calendar and contact lists as requested. Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed.
- Performs other duties and responsibilities as assigned.
Essential Competencies:
- Works proactively with others to support efforts within the department.
- Organizes and prioritizes assignments and contributes to the department's ability to meet or exceed goals and standards.
- Maintains current knowledge of trends and developments affecting the area of specialization.
- Uses innovative thinking and exercises sound judgment to achieve results.
Qualifications:
- Minimum High School Diploma, college degree preferred.
- 5 years of legal assistant experience (preferably) supporting Finance and Restructuring Corporate Attorneys.
- Excellent computer skills and proficiency with word processing, spreadsheet, Internet, presentation and time and billing software. Professional experience with, PACER, 3E, Outlook, MSWord.
- Demonstrated ability to balance customer service while delivering high results and productivity.
- Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation and legal terminology.
- Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining strong organization and attention to detail.
- Team player and the willingness to support others and take on additional responsibilities as needed.
- Ability to lift boxes and move files as needed.
Work Authorization:
- Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).
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Choate, Hall & Stewart LLP
Aug 26, 2025