Legal Assistant

Our Firm is seeking an organized, critical-thinking person with strong attention to detail. This position supports the Washington, D.C. office through the performance of administrative duties for various practice groups, including federal regulatory and transactional matters. Position interfaces with clients and colleagues in a professional setting. This person will be required to uphold the image of the Firm by maintaining respect for confidentiality, discretion, and positive contact with clients, attorneys and staff.
This position requires a minimum of five years of experience as an administrative assistant, preferably in a legal environment. Assists through the performance of complex administrative, billing, calendar maintenance, and business intake duties. Must have strong organizational skills, and knowledge of grammar, spelling and punctuation. Shall be proficient in the use of word processing and other automated equipment, including Microsoft Office Suite and other software packages currently being used by the Firm. The specific requirements for this position include but are not limited to those outlined below.
Position Reports to: Legal Support Team Supervisor and D.C. Administrative Chair
Overall Responsibilities:
Primary duties will include, but are not limited to, the following:

• Provide legal and administrative support to attorneys across multiple practice areas
• Assist with federal regulatory matters, including preparation and submission of filings to regulatory agencies (e.g., SEC, FDA, FTC, CFIUS, and other federal agencies)
• Support transactional work including due diligence document management, closing coordination, and preparation of transaction binders
• Draft, edit, proofread, and finalize legal documents, correspondence, and memoranda under attorney supervision
• Prepare and organize documents for regulatory submissions, comment letters, and agency filings
• Analyze factual information under the supervision of the assigning attorney
• Experience with federal agency portals and case management systems (e.g., CFIUS) considered a plus
• Coordinate with clients, co-counsel, regulatory agencies, and other external parties
• Manage multiple matter calendars and maintain organized files, including electronic files and databases
• Schedule and organize activities such as meetings, client calls, travel, and conferences for attorneys
• Provide matter management support as needed across various practice areas
• Calendar regulatory deadlines and transaction milestones; maintain calendars for pertinent deadlines
• Communicate effectively with attorneys, clients, government officials, agency personnel, and other stakeholders
• Possess strong attention to detail, perform self-review and ask questions as needed in preparation of legal documents, letters and other written materials
• Proficient with MS Word and Outlook
• Maintain personal correspondence, reading files, billing letters, expense reports, and other client related documents in accordance with Firm standard filing procedures
• Maintain daily calendars, manage attorney schedules, keeping them apprised of project deadlines and regulatory timelines
• Prepare monthly client billing according to Firm guidelines (including review for edits/corrections)
• Prepare reimbursement and expense requests, tracking reimbursements for receipt of payment
• Manage hard copy and electronic files; document organization and maintenance, including uploading to and downloading from third-party sites and client portals, creation of new files and maintenance of existing files utilizing an automated records management system
• Enter timesheets into Aderant database for attorneys
• Open new client/matter files per Firm procedures
• Coordinate due diligence requests and document production for transactional matters
• Assist with preparation of signature pages, closing documents, and post-closing deliverables
• Ability to work independently and collaboratively with attorneys and staff to ensure superior quality in work product
• Overtime and flexibility will be required on occasion
• Perform any other duties that may be assigned with regard to this position

Required Skills:

• Strong office organizational skills and attention to detail
• Excellent interpersonal, written and oral communications skills, as well as tact and diplomacy sufficient to gain the respect of attorneys and employees
• Professional demeanor and customer service orientated
• Maintains positive, productive working relationships with attorneys, colleagues and clients
• Proficiency in navigating through entire Microsoft Office Suite/Nuance/Outlook
• Must demonstrate good problem-solving skills
• Ability to manage multiple priorities and deadlines simultaneously
• Experience with federal regulatory processes and transactional support preferred

Education and Experience Requirements:

• A Bachelor’s Degree is preferred
• At least five (5) years’ experience in above skill areas
• Experience supporting federal regulatory practice and/or transactional matters strongly preferred
• Demonstrated proficiency in MS Office Suite and Adobe software programs

Mental/Physical/Environmental Requirements:

• Indoor offices with controlled temperatures with limited exposure to noise, dust, chemicals
• Mobility within the office
• May sit for long periods of time
• Crouching, kneeling standing, walking, pushing pulling and lifting occasionally
• Operating a personal computer, telephone, voicemail and other office equipment on a regular basis
• Must have the ability to convey detailed information in a clear and concise manner through spoken word
• Must demonstrate good problem-solving skills

If interested, please contact Valentina at 732-526-5446 or email your resume to vlazoja@friedmanwilliams.com.