Local Resource Assistant - Legal Admin

Job Description: The Local Resource Assistant is responsible for providing local onsite administrative support for timekeepers (i.e., attorneys and paralegals) assigned to legal secretarial assistants. This position performs a variety of administrative duties to support the local needs of both the office and timekeepers, as well as providing backup assistance to Office Services and other groups/departments on a case by case basis. Maintains professional contacts with clients, attorneys and staff and observes confidentiality of client and firm matters.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Melville, NY

Reporting Relationships: This position reports to the Office Administrator.

• Work closely with local legal secretarial assistants and/or paralegals to provide onsite administrative support to attorneys and paralegals.
• Monitor and complete incoming work requests in a timely manner, redirecting to appropriate resources as needed.
• Coordinate input and revision of correspondence, documents, memorandum, time entries, and forms as requested. Proofread work for accuracy in spelling, grammar, context, and format.
• Copy or coordinate copy/scan jobs with others to ensure accurate reproduction of documents. Print or coordinate print jobs with others to ensure accuracy; send faxes and e-mails. Prepare and execute mailing of documents/packages via regular mail, overnight delivery or courier services.
• Perform or expedite the production of binders, tabs, exhibits and tables of contents. Coordinate the distributions and mailings of court, deed and other paper filings.
• Perform or expedite the compilation of litigation documents, including discovery, motion, and trial documents; ensure that filings are complete.
• Perform clerical tasks related to updating and maintaining client files in accordance with established records management policies and procedures.
• Organize and maintain case materials using traditional and electronic document management systems.
• Maintain decentralized file areas for assigned timekeepers as needed. Facilitate the coordination of onsite meeting requests.
• Facilitate the submission of expense reimbursements, vendor invoices, and time entry, and send to appropriate resources as needed.
• Performs other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 2-3 years of relevant experience, preferably within a law firm or professional services environment.
• Some college preferred. Work experience in lieu of a degree will be considered.
• Excellent interpersonal, communication, and customer service skills.
• Positive and professional demeanor; able to interact effectively with personnel at all levels, including attorneys, staff, and clients.
• Ability to maintain confidentiality.
• Demonstrated organizational skills with attention to detail and accuracy in grammar, spelling and punctuation.
• Uses initiative to analyze and solve problems in standardized situations.
• Ability to work independently and to sort priorities with minimum level of direct supervision.
• Able to complete work utilizing all means of remote communication.
• Skillful at navigating internal resources, such as Central IPC and Help Desk, as necessary to manage workflow to ensure successful completion of assigned task.
• Proficient in Microsoft Office Suite and other office technology applications; proficient keyboarding/typing skills.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant f…