With our wonderful assistant Jazzmynn headed to law school in August, we have an opening for an experienced legal assistant.
If you are interested, please apply in confidence to: msm@malloyfirmmaine.com
We are a rapidly growing 2-attorney business law practice, seeking an experienced legal assistant. The successful applicant will be our front line point of contact and will assist two attorneys and a second paralegal/marketing manager in commercial real estate and loan transactions, contracts, estate planning and probate, and real estate matters. You will organize commercial closings, revise and format documents, transcribe dictations, draft estate planning and probate documents for attorney review, and submit documents for recording in the registry of deeds and with the Maine UCC office.
You will support a first year associate as well as a busy founding partner, and give people an amazing first impression of our practice. Your friendly demeanor, responsiveness, and attention to detail will “wow” our clients and our referral partners. You will embody our values in your work. You will be expected to devote at least 30 hrs. per week to billable work.
Other Duties:
Answer the phone with discretion and professionalism.
Schedule appointments using Calendly, phone, and email.
Run errands when requested.
Collect, scan, file and transmit correspondence.
Witness and notarize the execution of legal documents.
Welcome clients and guests.
Use Clio to enter phone notes.
Convert documents to and from Adobe PDF, assemble PDF portfolios with bookmarks.
Use document automation tools and proprietary firm systems.
Format documents using Styles in Word consistent with preferred Firm styles.
Transmit documents for e-signature using cloud-based software.
Skills:
We operate in a hybrid Mac-PC environment and require an ability to work in both operating systems.
Must be skilled in using the Microsoft Office 365 Suite, including Outlook, Word, and Excel.
Proficient in the use of Styles and document formatting and proofing tools.
Able to use with Adobe DC Pro to create and manipulate PDF’s including redacting documents, exporting PDF files to Word, and proper formatting of documents.
Able to lift up to 30 pounds, as you will be asked to receive packages and store office supplies such as boxes of copy paper.
Must be punctual in your arrival and departure at your scheduled times. Discretion and respect for our the confidential nature of documents you will handle, is vital. We will discuss confidentiality in greater detail and have a separate policy on that.
Must have reliable transportation and a valid driver’s license, and your own vehicle with insurance coverage. You will occasionally deliver documents to courts, clients, and other lawyers in the area.
Notary Public or eligibility to become a Notary Public upon hire.
We provide up to 120 hours of earned paid leave, but require employees to successfully complete 90 days’ employment prior to taking time off, whether paid or unpaid. We also provide paid shut-down weeks for 4th of July and the week between Christmas and New Year’s. Tuition assistance for higher education may be provided upon satisfactory completion of initial probationary period. Background checks required.
Job Type: Full-time
Salary: $35,000.00 – $45,000.00 per year, plus eligible for discretionary bonus for highly productive team members.
Benefits:
Employee discount
Paid time off
Professional development assistance
Schedule:
8 hour shift
Monday to Friday
Travel requirement:
No travel
Education:
High school or equivalent (Required)
Experience:
business office administration or reception: 1 year (Preferred)
License/Certification:
Certified Notary Public (Preferred)
Work Location: In person
