Job Description

A D.C. Law Firm is seeking an Administrative Assistant for their Healthcare practice. This position will assist attorneys within the healthcare practice with administrative and occasional client billable tasks. Standard duties include drafting, editing and finalizing documents, interacting with clients, coordinating calendars, time entry, billing, and preparation of expense reports and managing case files, including opening and closing client matters. In addition, preparing documents including agenda and minutes for meetings, coordinating various firm meetings including catering and organization of these meetings, managing file retention and destruction and all other duties that are assigned. This individual works 37.50 regular hours per week in the office during regular business hours. The work hours are 9:00am – 5:30pm. Hours worked in excess of 40.00 hours per week are paid at 1.5 times the regular hourly rate. Candidate should also be flexible to work overtime as needed. Candidates will begin working in-office 5 days/week and can move to hybrid (1 day remote) after gaining more experience in the role. The role offers competitive benefits.

Status: Direct Hire

Salary: $60-70K DOE

Duties and Responsibilities:

• Draft routine correspondence and compile data and documents.
• Edit and finalize documents.
• Proofread documents to ensure accuracy of formatting, grammar and punctuation.
• Maintain superior client relations over the telephone and in person.
• Maintain calendar of meetings, calls, business trips and upcoming events.
• Coordinate conferences, meetings, appointments and preparation of materials for same.
• Coordinate travel arrangements by securing air, hotel and car reservations.
• Coordinate, attend, and take notes/minutes at team meetings.
• Prepare timely and accurate expense reports for reimbursement to attorneys and supervisors.
• Create and maintain filing systems and databases to ensure accurate and efficient retrieval of data.
• Receive and screen telephone calls in a manner consistent with office policy and the preference(s) of attorneys and supervisors.
• Coordinate the document management, document production, and certain electronic databases.
• Maintain and retrieve case files and case related documents.
• Structure, format and proofread documents, including invoices, contracts, proposals and agreements with tables of contents and section-specific cross-references.
• Administrative tasks (including time entry, billing, and records organization).
• Prepare conflict checks on potential clients.
• Prepare engagement letters.
• Prepare and submit new client matters.
• Manage lists of client projects.
• Send project and scheduling reminders to both clients and attorneys.
• Monitor attorney availability for potential assistance on current and proposed projects.
• Schedule invoice reminders with clients regarding sending and paying invoices.
• Other duties as assigned.

Job Requirements:

• Bachelor’s degree
• High level of proficiency in Microsoft Office Suite and Adobe Acrobat Professional; relevant certifications preferred.
• Must be able to work independently or in a collaborative environment and be accountable for his/her workload, work accurately under deadlines, pay attention to details, and be able to manage multiple assignments and prioritize deadlines.
• Proficiency in reading, writing, and speaking the English language is required. Must be able to produce superior written and verbal products on a range of subjects. Must be proficient in telephone communication, to include relaying accurate messages. Additional language skills (preferably Spanish) welcomed but not required.
• Must be able to work independently and be accountable for his/her actions. Must be able to set priorities and work accurately under deadlines. Must have the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must have a high level of proficiency in Microsoft Office Suite, especially Word and Excel, and Adobe Acrobat. Must be willing and able to learn new technologies and software applications with minimal guidance. Must have functional knowledge of the internet and browsers.

How To Apply: Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Legal Staffing is an equal opportunity employer.

About Us: Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area.

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