Legal Assistant

Porzio, Bromberg & Newman, P.C. seeks a detail-oriented and proactive Legal Assistant to support three attorneys specializing in estate planning, tax law, business planning, estate litigation, probate, guardianship, and trust and estate administration. This role provides a unique opportunity to work in a client-centric environment with a focus on efficiency, technology, and professional growth.

ESSENTIAL FUNCTIONS:

•   Manage attorney schedules and coordinate client meetings.
•   Oversee the client intake process, including communications, conflict checks, and internal file setup.
•   Handle incoming and outgoing correspondence with professionalism.
•   Maintain and organize client files and documents, ensuring efficient record management.
•   Assist with billing and invoicing processes.
•   Provide general administrative support to the legal team.
•   Handle client inquiries and provide excellent customer service.
•   Utilize and maintain efficient office systems and processes.

WHAT WE'RE LOOKING FOR:

•  Detail-Oriented: You can handle numerous details accurately and efficiently, particularly in legal documentation and client file management.
•  Proactive Problem Solver: Anticipates issues and takes initiative to resolve them, ensuring smooth administrative operations.
•  Tech-Savvy: Comfortable learning and utilizing technology, including AI-assisted tools for workflow optimization.
•  Strong Communicator: Excellent verbal and written communication skills, essential for client interactions and team coordination.
•  Organized and Efficient: Exceptional time management skills to prioritize tasks and meet deadlines.
•  Adaptable and Flexible: Thrives in a dynamic work environment with evolving responsibilities.
•  Client-Focused: Demonstrates professionalism and empathy, enhancing the client experience.
•  Team-Oriented: Works collaboratively to support attorneys, paralegals, and other team members.

EXPERIENCE AND SKILLS REQUIRED:

• Experience: Minimum experience of two years as a legal assistant or equivalent.
•  Time Management and Scheduling: Skilled at managing complex schedules and coordinating team needs.
•  Document and File Management: Proficient in electronic document organization and retrieval.
•  Knowledge of Legal Processes: Familiar with legal administrative tasks such as intake, conflict checks; state and federal court and administrative agency rules, procedures and deadlines.
•  Billing and Invoicing: Experience with billing procedures and software.
•  Problem-Solving: Able to address administrative challenges and suggest improvements.
•  Software Proficiency: Comfortable with Microsoft Office Suite, Outlook, CRM tools, and ideally AI tools.
•  Adaptability to Workflow Tools: Experience with electronic filing and workflow systems for optimal efficiency.
• Certificates: Notary certification is helpful, but not required.

 *The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned and job requirements may vary from time to time.

Porzio Bromberg & Newman, P.C. is an equal opportunity employer – women and minorities are encouraged to apply.