Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Business Legal Assistant supports attorneys through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and the legal process. This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills.

Essential Duties and Responsibilities:

• Assist attorneys in all stages of business transactions (i.e. forming corporations, limited liability companies, partnerships and other legal entities.
• Create letters, legal documents and memos in Word, spreadsheets in Excel, presentations in PowerPoint; apply styles and use templates.
• Ensure proper setup and maintenance of client files utilizing firm's document management system (FileSite) as well as creating physical file folders and labels (copying, scanning, profiling all original documents and emails).
• Administer calendars; coordinate and schedule meetings and travel arrangements, and manage contacts.
• Manage client intake process from conflicts check, new matter intake, and initial file creation.
• Coordinate with attorneys and billing department to prepare and finalize client billings and invoices; assist Finance team with inquiries related to accounts receivable.
• Maintain a good working rapport with clients which requires discretion and judgment.
• Perform other administrative duties required based upon the unique practice of attorneys.
• Regular and predictable attendance is an essential function of the job.
• Identify most efficient and effective manner to complete tasks.
• A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
• Professional demeanor when engaging with attorneys, clients and firm personnel.
• Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
• Handle incoming and outgoing mail, faxes and scan documents.

Education and Experience Required:

• A high school diploma or equivalency is required; an associate degree, business school certificate or related education is desirable.
• Three - five years legal secretarial experience in business is preferred.

Qualifications and Skills Required:

• Excellent spelling, grammar, proofreading, transcription and general clerical skills.
• Proficiency in the use of MS Office software and other law office software.
• Ability to transcribe diction.
• Outstanding organizational and time management skills.
• Excellent communication skills, both written and oral.
• Ability to work effectively within a team environment and to work proactively.
• Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities.

Performance Measures:

The Business Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited to, the following performance criteria:

• Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
• Expertise with available software and technology tools, ability to utilize technology to optimize efficiency, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
• Dependability and cooperation with attorneys, clients and other support staff.
• Adherence to office policies and procedures.
• Professionalism and ability to communicate effectively and handle multiple priorities.

Salary range: $0 - $0