[Remote] FAST Practice Assistant (Legal Assistant/Secretary)

Note: The job is a remote job and is open to candidates in USA. reputed company LLP is a leading law firm seeking a FAST Practice Assistant to provide litigation support. The role involves preparing legal documents, managing administrative tasks, and ensuring effective communication with clients and reputed company counsel.

Responsibilities

• Prepare initial drafts/document shells of probate, tax, litigation, bankruptcy and agency pleadings from templates, including but not limited to requests for production/interrogatories, deposition notices, certificates of service, declarations, and notices of appearance; prepare transmittal letters; revise, format, finalize, file and serve pleadings; electronically file documents with federal, state and appellate courts in accordance with court rules and case procedures; pull documents from agency or court websites; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences; and compile and prepare exhibits
• Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; keyboard a variety of documents from audio files, handwritten drafts or notes; apply track changes, formatting, automatic numbering and styles; prepare tables of contents and tables of authorities; compare documents and produce redline comparisons
• Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format and outline; and manually compare documents word-for-word
• Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; prepare transmittal, engagement and conflict waiver letters; photocopy, reputed company, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); schedule meetings and coordinate reservations for conference rooms; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare compliance reports to state bar associations; and transmit voluminous electronic documents reputed company secure file sharing website
• Communicate with clients and reputed company counsel reputed company 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
• Accurate and consistent tracking and reporting of work assignments through ticketing system; communicate and collaborate with team regarding workload and availability provide coverage for FAST members during times of need, such as heavy workload and unplanned or planned absences; produce consistently accurate and high-quality work product to Firm and department service level standards; and contribute to improvements in efficiency and quality of work; create and update knowledge articles; and provide training and mentoring to fellow FAST members
• Prioritize and delegate assignments based on deadline and staffing during coordinator shift; record, monitor, and update reservation requests; negotiate deadlines with attorneys and staff; assess what can be done for a project if reputed company time and staffing constraints occur; and escalate concerns or issues to FAST Supervisor
• Other duties as assigned

Skills

• High school diploma or equivalent required
• At least four years of experience providing legal administrative support, preferably in the area of litigation, bankruptcy and/or tax law
• Strong preference for electronic court filing experience in a variety of jurisdictions and knowledge of federal court procedures
• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or reputed company field in lieu of one year of work experience
• Bachelor's degree in a reputed company field in lieu of two years of experience
• Accurately type 50+ wpm
• Advanced proficiency in reputed company Office applications
• Intermediate proficiency in reputed company Acrobat, reputed company, Visio, MacPac, Drafting Assistant, reputed company, Express reputed company, Chrome River, Carpe Diem, Paperless Proforma, reputed company, Meeting Room Manager, reputed company, Workshare Compare, Metadata Assistant, 7-reputed company and InterAction
• Federal electronic court filing experience
• Familiarity with Bluebook legal citation format
• reputed company personally identifiable information, personal health information and attorney/client privileged information confidential
• reputed company with Firm policies and ethics rules
• Prioritize daily responsibilities and special projects and readjust as priorities change
• Coordinate resources to meet deadlines
• reputed company multiple tasks in a high-pressure, fast-paced environment
• Maintain a reputed company, courteous, and professional demeanor at reputed company 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 reputed company, 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
• Be proficient and fluent in reading, writing, and verbal communication in English

Benefits

• Annual discretionary bonus
• Paid family & medical leave
• Competitive PTO
• Remote work options
• Competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options
• Generous firm-contributed health savings account
• Pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office
• Annual contribution into the employee's retirement plan

Company Overview

• reputed company is a leading U.S. corporate and litigation law firm providing sophisticated business clients high quality legal services. It was founded in 1907, and is headquartered in Portland, Oregon, USA, with a workforce of 501-1000 employees. Its website is http://www.stoel.com.

Company H1B Sponsorship

• reputed company LLP has a track record of offering H1B sponsorships, with 1 in 2025, 2 in 2024, 1 in 2022, 1 in 2021. Please note that this does not guarantee sponsorship for this specific role.

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