Administrative Support Assistant

SUMMARY/OBJECTIVE:

The Administrative Support Assistant (ASA) provides document processing and administrative support to the firm’s attorneys, Legal Administrative Assistants (LAAs), and administrative departments. ASAs provide back\-up assistance to attorneys and overflow support for LAAs when necessary.

*Hours: 9AM \- 5:30PM*RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

Document Processing:

• Works with all types of documents such as pleadings, correspondence, memoranda, reports, records, forms, minutes of meetings, technical material, numerical data, and tabular information from rough draft, corrected copy, or previous version
• Proofreads and redlines work for accuracy of copy, format, grammar, punctuation, and syntax
• Creates shell documents in Word for use by attorneys, including, if necessary, automatic numbering, schemes and styles through firm’s document automation/formatting tools
• Creates, converts, edits, and compares documents (including letters, memoranda, pleadings, tables, spreadsheets, and presentations) using office productivity software
• Prints and organize a variety of documents received in a range of formats, including Word, Excel, PowerPoints, PDFs, and emails
• Transcribes audio and video recordings of legal proceedings, including depositions, hearings, and trials, Congressional hearings, conferences, webinars, etc.
• Creates and updates of tables of authorities and tables of contents
• Burns CD/DVDs and prepares labels
• Coordinates electronic signature processes via Docusign
• Maintains appropriate sense of urgency and completes all work assignments within agreed upon deadlines
• Handles projects expeditiously and proactively, and follows\-through on projects to successful completion, often with tight and conflicting deadlines

Administrative Support:

• Enters attorneys’ time daily, releases attorney time entries to Accounting on schedule, and maintain appropriate records
• Promptly processes expenses, reimbursements, and vendor invoices
• Coordinates conferences, meetings, and appointments, often involving internal and external participants, varying locations, and time zones, including catering and audio\-visual equipment
• Coordinates with firm departments, including Office Services, IT, Conference Services, and Accounting, as well as third\-party vendors to ensure attorneys can work efficiently and effectively and client service remains high
• Coordinates domestic and international travel arrangements in partnership with the firm’s travel agency, securing air and ground transportation, arranging hotel and/or meeting accommodations, preparing detailed itineraries and travel agendas
• Prepares outgoing mail (i.e., USPS, FedEx, UPS, DHL, etc.) and coordinates couriers
• Works effectively with other members of the Administrative Support team, including providing coverage when needed, volunteering for overflow work assignments when time permits, collaborating and working in a shared workspace, and being accessible to attorneys, firm administrative departments, and other members of their team and department
• Uses appropriate tracking system to submit and release own time or job/task completion information in a timely manner
• Routinely communicates availability/schedule, acknowledges, and provides a completion deadline for all requests, maintains an ongoing to\-do list, and follows up with required parties to ensure work is completed on time
• Demonstrates a positive attitude, collaborates well with others, and behaves in a professional manner
• Obtains and maintains a Notary Public commission in DC, with firm sponsorship and payment of all associated costs, and performs notarial services for the firm and its clients as needed in accordance with applicable laws and firm policies

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate professionally and effectively, both in oral and written form
• Ability to demonstrate attention to detail and accuracy
• Ability to multi\-task, prioritize/coordinate deadlines, and track progress of tasks
• Ability to think critically and analytically in a deadline\-driven environment
• Maintain confidentiality of work\-related information and materials
• Ability to organize and prioritize projects and deadlines
• Ability to manage workflows and delegate projects as necessary
• Ability to establish and maintain effective working relationships in or out of a team environment
• Proficiency in office productivity tools (Outlook, Word, Excel, PowerPoint, Power PDF, DocX), Metadact, Best Authority, law firm timekeeping/billing programs, and document management systems
• Knowledge of graphics programs such as Adobe Photoshop, Illustrator, Visio, or desktop publishing is helpful
• Possesses the attitude of collaboration and sharing
• Willingness to learn and adopt new methodologies
• Flexibility to work overtime on an as\-needed basis

EDUCATION AND EXPERIENCE:

• High school diploma required; bachelor’s degree preferred

* Minimum of two plus (2\+) years of related experience

• Prior experience in a law firm or professional services environment preferred

WORK ENVIRONMENT:

• An on\-site presence is an essential function of this position. Remote work may be permitted in accordance with the firm’s flexible work policy and based on business needs
• Position operates in a professional office environment which is usually quiet to moderate
• Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
• Position requires that the employee be able to multi\-task in a fast\-paced work environment

PHYSICAL DEMANDS:

• This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
• May require employee to carry or lift items weighing up to 10 pounds

This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.

The base salary for this position is expected to be between $60,000 and $65,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job\-related factors, consistent with applicable law.

Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on\-site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.

Wiley is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, genetic information, military and veteran status, personal appearance, family responsibilities, political affiliation, matriculation status, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense or stalking, homeless status, or any other characteristic protected by applicable law.*

\\This Organization Participates in E\-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I\-9 to confirm work authorization. Employers may not use E\-Verify to pre\-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I\-9\.