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- Reviewing and negotiating title insurance commitments and coverages and reviewing and summarizing exceptions for potential problems
- Reviewing and negotiating surveys
- Ordering and reviewing UCC and tax lien search reports
- Reviewing Purchase/Sale Contracts
- Review of Commercial Leases, estoppel certificates and SNDAs
- Preparing and maintaining closing checklists and timelines
- Coordinating and organizing documents for multi-state and multi-asset transactions
- Preparing and negotiating escrow closing instructions
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- Prepares, edits and formats closing documents, signature pages and binders
- Assists with the opening of new client matters and the gathering of pertinent information to complete task
- Manages attorneys’ calendars, coordinates meetings, schedules conference rooms, and makes travel arrangements as required
- Assists with billing process to include entering attorney time, reviewing pro formas (initiates transfers), editing and preparing draft/final bills and cover letters for clients
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In addition to the PA duties as summarized above, the incumbent will:
- Interact with clients; manage daily work-flow for assigned attorneys; manage attorney phone and email communication and serve as primary point of contact for attorneys’ clients and matters;
- Helps team prepare for trial to include coordinating logistics, preparation of trial binders, assembling and packaging of appropriate material for shipping to and from trial site; supports team locally while they are at trial;
- Provide support in navigating complex administrative processes, marketing and business development activities, and legal practice duties;
- Utilize extensive knowledge of clients and matters to independently interpret, anticipate and deliver the work and resources required to support the team and when it is appropriate to involve attorneys;
- Demonstrate a thorough understanding of the content of the attorneys’ matters as well as their client’s business/organization;
- Develop and maintain in-depth knowledge of how the firm operates and the intricacies of specific practice areas; act as a subject matter expert of practice-specific processes and procedures and proactively share relevant information with colleagues;
- Adapt quickly to changing environment/demands; think one step ahead and suggest next steps on assignments and ways to improve the delivery of client service without being prompted;
- Identify opportunities to improve processes (e.g. via technology, better workflow, etc.) in ways that help attorneys focus more on servicing the client and less on administrative tasks.
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- Assist Manager of Partner Recruiting in scheduling interviews, maintaining databases and conducting research.
- Work with Recruiting Managers to keep all forms, charts and other content (marketing materials, website and portal information, etc.) consistent and up to date.
- Assist with preparation of firm-wide recruiting data, reports and statistics, and presentations.
- Post all lateral positions - maintain existing lists and research sites for postings.
- Research innovative sourcing techniques and utilize social media to promote McGuireWoods as an employer of choice.
- Assist with both internal and external recruiting related surveys.
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- Organizes, labels and files case materials as directed.
- Maintains and organizes supplies to support client matters, including distribution of supplies and case files for special projects/events such as trial and on-site document reviews, collections and productions.
- Maintains and retrieves case files as requested and prepares closed matters for off-site storage.
- Processes production letters and other case correspondence and pleadings.
- Assists with document collection and maintaining e-rooms.
- Organizes document productions and prepares indices of document productions.
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- Performs legal support work pertaining to the administration of trusts and estates.
- Prepares accountings related to trust and estate administration and estate and other tax returns.
- Resolves routine legal questions relating to estate, trust and tax issues.
- Assists in preparing legal documents, agreements, corporate and other entity formation documents and deeds.
- Meets with clients, court personnel and others, as needed.
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- Assist communications and business development teams in the delivery of timely, relevant content-based experiences for clients, prospects and influencers while helping extend the reach of the firm through thought leadership and brand awareness.
- Coordinate content development, digital campaigns, etc.
- Use web and other analytics to inform content strategy.
- Maintain editorial tone and compliance with brand standards, firm style guide, legal and compliance.
- Apply clear, consistent nomenclature for tools and applications.
- Collaborate with the marketing team on the creation of new systems to tag and organize new and existing content and site navigation.
- Audit content and compile a matrix document that identifies content needs and recommended sources for new content.
- Notify manager of any potential issues regarding assigned tasks, deadlines and priorities. Apprise manager of progress on assigned tasks from start-up to completion.
ADA Specifications:
Acuity, ability to position oneself to move, ability to express oneself and convey information in an efficient manner, ability to operate office equipment such as computer, fax, phone, copier, etc. Ability to lift/move up to 10 pounds.
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- Collaborate with the Healthcare department and Healthcare Life Sciences industry team to develop business plans, marketing strategies and drive client targeting.
- Provide strategy for, and drive business development activities surrounding:
- Client Opportunities (RFP’s, pitches and targeting)
- Business Plans & Healthcare Driven Initiatives
- Client Relationship Management/Account Management
- Conferences/Seminars, Webinars and Receptions
- Marketing Collateral, Bios and Representative work
- External and Internal Visibility inclusive of thought leadership, blogs, profile series, etc.
- Budget planning & forecasting
- Serve as a mentor and team lead to junior colleagues.
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- Assist with loan closings, including preparing signature page packets and compiling execution versions of documents
- Prepare and organize transaction closing binders
- Prepare and organize transmittals of original documents to clients
- Assist with post-closing due diligence
- Assist with the preparation of initial loan documents
- Scans and saves documents to the computer system using established naming protocols
- Arrange courier pickup and delivery of documents for execution and for closings
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- Responsible for partnering and building effective relationships in our California and Texas offices to ensure open communications with employees and management
- Ensures employees understand policies and procedures and are aware of all firm resources available to them. Provide advice and guidance on a range of policies and HR issues to support understanding and ensure effective communication of HR practices
- Guide managers through employee relations cases in real time, intervening and steering in the appropriate direction taking account of governing policies, employment law, best practice and precedent
- Support managers with the effective and efficient performance of their employees, identifying and facilitating appropriate interventions through the performance management processes
- Keeps up to date with developments in employment legislation and human resources best practice, knowledge sharing with the team to ensure continuous improvement in the service offered
- Investigates complaints and grievances related to harassment and allegations of discrimination
- Ensure compliance with established internal HR policies and procedures and regulatory requirements such as EEO, ADA, FMLA, FLSA etc. and conduct periodic audits, as needed/required
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- Welcomes, announces, and follows security protocol and procedures for clients and visitors.
- Answers and directs inquiries accordingly through attendant console software. Relays accurate messages as required.
- Extends hospitality services as necessary (e.g., assists with personal belongings, offers beverages, basic print/copy assistance, validates parking tickets for clients, arranges taxi service).
- Manages conference room reservations; reserves and confirms new reservations, approves pending reservations, adjusts meeting locations as necessary and notifies appropriate parties of changes or updates, and accurately maintains electronic room reservation system.
- Works closely with appropriate personnel to ensure meeting requirements are coordinated (e.g., Audio/Visual, conference room set-ups and food and beverage requests). May handle requirements directly.
- Reserves Visiting Attorney offices and coordinates special requests for clients, internal personnel, and visitors.
- Ensures reception, conference room, and visiting attorney areas are maintained to Firm standards.
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- Assist attorneys with preparation and cite-checking of legal documents to include pleadings, briefs, motions, subpoenas, and discovery
- Managing case files through e-Rooms and docketing systems
- Ensuring filings are in compliance with court rules and e-filing documents therein
- Assist attorneys with discovery phase to include discovery requests, and issuing subpoenas
- Assisting with document production and review through various platforms, i.e. Relativity and Concordance
- Preparing for and attending depositions and trials
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- Responsible for partnering and building effective relationships in our California and Texas offices to ensure open communications with employees and management
- Ensures employees understand policies and procedures and are aware of all firm resources available to them. Provide advice and guidance on a range of policies and HR issues to support understanding and ensure effective communication of HR practices
- Guide managers through employee relations cases in real time, intervening and steering in the appropriate direction taking account of governing policies, employment law, best practice and precedent
- Support managers with the effective and efficient performance of their employees, identifying and facilitating appropriate interventions through the performance management processes
- Keeps up to date with developments in employment legislation and human resources best practice, knowledge sharing with the team to ensure continuous improvement in the service offered
- Investigates complaints and grievances related to harassment and allegations of discrimination
- Ensure compliance with established internal HR policies and procedures and regulatory requirements such as EEO, ADA, FMLA, FLSA etc. and conduct periodic audits, as needed/required
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- Conducts research using LEXIS, Westlaw or other relevant research platforms to support the needs of the client.
- Performs basic factual research and investigation related to client matters and other due diligence as appropriate.
- Collects, organizes and maintains documents and files related to legal matters, including documents received from the client, opposing parties or other sources.
- Manages calendars, docket and tickler systems, and assists in meeting deadlines.
- Drafts basic pleadings, assisting and responding to discovery request and production of documents, court filings (federal and state) along with preparing for trial.
- Ensuring filings are in compliance with CA court rules and e-filing documents therein.
- Proofreads legal documents.
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- Manage all office operational functions for both Century City and downtown with an emphasis on practice assistant (secretarial) and support staff management, including personnel alignment, performance, evaluations, interviewing, and policy administration
- Plan and conduct regular staff meetings and office events including client and business development events and charitable-related activities
- Oversee facility maintenance; serve as liaison with local property management and working with building personnel and appropriate internal contacts
- Conduct new hire orientation and assess staff training needs
- Assist in budget preparation and forecasting; report monthly variances
- Maintain office security protocol and ensure office meets proper business continuity obligations of the firm
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- Assisting attorneys with preparing legal documents, including pleadings, motions, subpoenas, and discovery-related materials
- Managing case files and matter documents through e-Rooms and docketing systems
- Ensuring filings are in compliance with court rules and filing and e-filing documents therein, specifically in California state and federal courts
- Assisting attorneys with discovery, including discovery requests, depositions, and issuing subpoenas
- Assisting with document review and analysis through various platforms, e.g., Relativity, Concordance, etc.
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- Proficiency in Compulaw Vision docketing software or similar rules-based docket management software and performing complex deadline calculations.
- Process all request extracting pertinent deadlines and docketing critical dates utilizing the CompuLaw Vision software in a manner consistent with court and agency rules and docketing best practices.
- Extensive knowledge of federal, state, local and state, local and agency rules of procedure and practice.
- Proficient in searching and retrieving information from court-related databases (e.g., Pacer, SmartRules, and CourtLink) and on-line state courts and agencies.
- Providing recommendations to the Litigation Docket Manager to improve the docketing department’s legal knowledge and best practices, processes & procedures.
- Assisting the Docket Manager with training docket staff on docketing processes and protocols.
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- Providing in office and remote assistance for users firm-wide on all applications, hardware, hardware peripherals, telephony and network related issues, primarily via phone but also, through email and chat.
- Providing support of the firm’s multiple applications, hardware, and mobile devices.
- Performing information gathering and documenting troubleshooting details.
- Participating in the coverage of the on call Service Desk rotating schedule.
- All Service desk staff members are considered “essential personnel.” As a result, a high level of dependability is required. Staff members are required to provide on-call coverage on an on-call 24/7, rotating schedule. Members are also required to work their shifts in those instances where the office is closed or the opening is delayed.
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- Assist with M&A closings, including preparing signature page packets and compiling execution versions of documents
- Prepare and organize transaction closing binders
- Prepare and organize transmittals of original documents to clients
- Assist with post-closing due diligence
- Assist with the preparation of initial M&A documents
- Scan and save documents to the computer system using established naming protocols
- Arrange courier pickup and delivery of documents for execution and for closings
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- Handles all aspects of new client and matter intake
- Enters new client and matter information into the Elite Enterprise Billing system
- Processes client/matter information for all offices to include linking related party names and preparing bar-coded folders and/or inserts
- Contacts legal staff when client/matter information is inaccurate or incomplete and obtains correct information; Corrects data entry errors (client numbers, matter numbers and principal names) in Elite
- Receives calls and e-mails placed to the Records Helpline and makes changes to the data in Elite as requested
- Assists in completing conflict-of-interest searches for clients, principals and related party names as requested by attorneys
- Assists in closing client/matter records according to procedures