Legal Office Specialist

Summary The Legal Office Specialist is a member of the Legal Support Services (LSS) team. This position provides high quality and efficient legal support services to timekeepers and business professionals within the disputes and transactions verticals. Works collaboratively within a team and with other firm departments to provide a broad range of legal and administrative support, including document production, project management and office coordination. This position possesses strong practice area knowledge and maintains professional relationships by providing superior service to firm lawyers and clients. Location This position can sit in our Sao Paolo office (FLC) and can offer a Hybrid work schedule. Responsibilities Assigned to partners and other lawyers, providing direct support to them within a practice area vertical. Proactively monitors firm delegation tool and accepts and completes incoming assignments. Delegates work appropriately to team members and resources using firm delegation tool. Communicates with team members and lawyers to ensure accurate and timely completion of work. Maintains professional relationships with clients, business contacts, courts, and professional organizations on behalf of the firm and its lawyers. Creates and edits a variety of documents including agreements, pleadings, spreadsheets, presentations and reports. Drafts correspondence, e-mails, creates shell/templates of legal documents and facilitates court filings (as required). Reads, interprets, and prepares legal documents to anticipate and assume responsibility for substantive tasks and projects assigned. Proofreads documents/work products for consistency, content, grammar, and spelling. Plans, coordinates, and ensures lawyer Outlook calendars are maintained; identifies and resolves scheduling conflicts; coordinates complex travel itineraries. Coordinates meetings, assists with agendas and preparation of meeting materials. Communicates timely and effectively with lawyers and business professionals to ensure seamless support and coverage. Assist new and existing lawyers and business professionals by maintaining knowledge of firm departments and resources. Handles various tasks related to monthly billing. Performs administrative tasks related to timekeeper compliance requirements and professional organizations. Understands and adheres to best practices within LSS Department, practice groups and firm technology. Manages office supplies and office reception area, including welcoming clients and other guests. Other duties as assigned. Desired Skills The below job competencies and skills are required for the Legal Administrative Assistant position in order to perform the job successfully. Job Competencies Provides relevant and timely information in a professional, courteous, and effective manner. Maintains confidential information in a professional and trustworthy manner. Possesses excellent judgment, a professional demeanor, and strong work ethic. Uses discretion maintaining confidential information in a trustworthy manner. Demonstrated ability to work independently and collaboratively as part of a team. Takes ownership of work assignments and projects. Ability to think proactively, prioritize work, and multitask. Job Skills Excellent verbal and written communication skills and strong interpersonal skills to interact with team members, lawyers, clients and other firm departments on a daily basis. Advanced Microsoft Office skills, including Word, Excel and PowerPoint, and the ability to learn firm-specific programs and software applications as required. Ability to perform advanced document formatting, conversions and redlining. Possesses strong practice area knowledge with the ability to understand legal terminology and documentation. Project management skills to appropriately to accomplish tasks and meet deadlines. Excellent time management, organizational and problem-solving skills. Solid document production skills, attention to detail, and ability to proofread for accuracy and content of work. Remains current in technical skills and practice area knowledge by taking offered online courses and attending organized meetings and training. Minimum Education High School Diploma or GED. Preferred Education Bachelor's degree or some college coursework strongly preferred. Minimum Years of Experience 2 years' administrative experience in a law firm or professional services organization. May require related practice area experience. English speaking and writing fluency required. Spanish speaking and writing fluency a plus. Essential Job Expectations While the specific job requirements of a DLA Piper position may vary depending upon scope of the job and area of specialty, there are certain universal requirements that are expected of all DLA Piper employees, which include but are not limited to: Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties; Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner; Provide timely, accurate, and quality work product; Successfully meet deadlines, expectations, and perform work duties as required; Foster positive work relationships; Comply with all firm policies and practices; Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed; Perform all other duties, tasks or projects as assigned. Our employees are expected to embrace and uphold our firm values as a part of our DLA Piper culture. We are committed to excellence in how we represent our clients and develop our people. Physical Demands Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Work Environment Requires regular in-office presence, with some flexibility to work from home upon approval. Disclaimer The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm's discretion at any time. This job description does not change the at-will nature of employment. Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. Accommodation Reasonable accommodations may be made upon request to permit individuals with a disability to perform the essential functions and responsibilities of the position or to participate in the job selection process. If you have a request for an accommodation during the application process, please contact ******. #LI-SB1#LI-Hybrid