The Practice Assistant/Paralegal role is responsible for accurate and timely completion of all high level administrative and assistant work assigned by Partners and Senior Associates. Those in this role must observe confidentiality on all client matters and adhere to all procedures and guidelines set by the firm.
This particular role supports our (1) Korean lawyers and (2) our clients who are also mainly Koreans. This role requires communication to our clients sometimes in Korean and the translation of Korean legal documents.
Essential duties
- Performing complex legal secretarial/administrative activities that may be highly confidential or sensitive, requiring diplomacy and discretion;
- Creating, editing, and proofreading letters, legal documents, and memos, including checking documents for content and context;
- Assisting lawyers with transaction management including preparing and running checklists relating to financing transactions and managing data rooms;
- Creating physical and soft transaction bibles after the closing of transactions;
- Taking notes at physical and virtual meeting
- Organizing and maintaining all correspondence and documents using the relevant document management system;
- Managing emails, calendar appointments, and client contact lists;
- Scheduling meetings and coordinating all logistics;
- Coordinating services with Global Shared Business Services;
- Providing business development support when necessary;
- Using internal library resources for external research as directed by timekeepers;
- Managing physical and electronic files, including intake, retention, retrieval, and transfer of records;
- Maintaining an organized and secured work station and filing areas;
- Running critical document checks to ensure all files have been appropriately saved;
- Importing electronic documents, including scanning documents into the document management system;
- Coordinating entering, editing, and tracking daily time recording when required for assigned timekeepers;
- Coordinating and preparing monthly client bills;
- Preparing check requests and expense reports;
- Opening files and conducting conflict checks;
- Coordinating, verifying, and obtaining appropriate approvals for all domestic and international travel arrangements with the firm’s travel provider and processing related business expense reimbursements;
- Assisting other practice assistants with overflow work and providing backup support during periods of annual or personal leave;
- Providing backup support for reception and office or client services functions, depending on location;
- Performing other relevant duties in the particular practice area as directed by the immediate supervisor, including, but not limited to, Practice Area Leader/Coordinator or Department Head administrative work, practice development initiatives, and project work;
- Working overtime as occasionally required
- Significant experience in a similar role within a medium to large law or professional services firm working for senior lawyers and partners;
- High proficiency in the use of Word, Outlook, Excel, and PowerPoint;
- Typing speed of 65 wpm or above;
- Exemplary oral and written communication skills;
- Excellent attention to detail, including using correct spelling and grammar;
- Excellent client service skills;
- Can-do attitude and flexible approach;
- Previous experience with Elite, Legal Key, and document management system or comparable software would be an advantage, as would conference room booking software and travel agency programs;
- Work autonomously with limited guidance;
- Organize and prioritize own workload and help timekeepers with their organization;
- Meet deadlines;
- Use own judgment in decision making to solve problems and achieve business outcomes;
- Take the initiative in handling projects and anticipating what needs to be done;
- Understand and follow specific and detailed instructions in oral and written form;
- This job operates in an office setting and is largely sedentary, requiring the routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
Additional Requirements :
- This role will involve direct interaction with the firm's clients. Therefore, the candidate should be presentable in front of clients including being confident with communicating directly with clients
- Fluent in Korean (both written and oral) to communicate with our Korean clients and to also translate Korean legal documents;
- Translation experience;
- More than 2 years of marketing experience.
