Dixie Law Group, PSC Office Assistant for Law Firm Louisville, KY · Full time

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Job Description

The office assistant's job is to provide full administrative support and personal assistance to a team of professionals, consisting of paralegals and attorneys. The appropriate individual should be able to assist in driving all projects from conception to completion, manage multiple calendars, and provide excellent customer service to all clients. You should be able to work proactively and reactively as an extension of the company while bringing a results-oriented approach with streamlined execution to every project.

The opportunity is ideal for a go-getter with a strong work ethic and time management skills. Training will be provided, although experience in a professional setting is a plus. Health insurance for full-time employees is 100% paid for after completion of the 90-day introductory term. We also have a match of 4% in our firm 401k after one year with the company.

Principal Responsibilities:

1. Speaking with potential new clients, current clients, adjusters, and other insurance personnel will occur daily. Speaking with potential and current clients will be both over the phone and in person as clients come into the office daily. The person who holds this position will be the first face seen when clients walk in the door; it is imperative that you are a people person and it is preferred if you have some customer service experience.
2. Calendar control includes managing and maintaining the company calendar and attorney calendars. All calendars need to be treated like an ongoing project, having no deadline and always needing change and adjustment. There needs to be extreme attention to detail when scheduling appointments and maintaining the calendar.
3. Gatekeeper to the associates; schedule appointments, depositions, and mediations; schedule the conference room; provide a positive and professional first impression of the firm; calendar deadlines and reminders; serve as back-up to answering the telephone and scheduling.
4. Data entry required to open and close cases; transcribe dictation; answer basic client questions about the status of the case; keep, maintain, and generate notes in the file for attorneys; scanning all incoming documents, renaming documents, OCRing documents, and uploading documents to case management system; maintain hard file filing; print all pleadings and place in trial binders for each case; correctly name electronic pleadings, OCR pleadings, and upload into a case management system.

Skills 

Problem-solving, listening skills, alignment with a core philosophy, detail-oriented, self-starter, systematic, creative, positive attitude, good-natured, emotionally secure, patient, optimistic, flexible, knows when to lead and when to follow. These are all adjectives and terms that describe our ideal candidate.

Qualifications:

Prior office experience preferred in medical, corporate, or law office settings; interaction with executive level professionals a plus. We are less concerned with how many years of Office Assistant/Executive Personal Assistant experience you have than we are with how many experiences you have gained and mastered during those years. Salary is negotiable and will align with experience.