[Remote] FAST Practice Assistant (Legal Assistant/Secretary)

Note: The job is a remote job and is open to candidates in USA. Stoel Rives LLP is a leading law firm seeking a FAST Practice Assistant to provide litigation support. The role involves preparing legal documents, managing administrative tasks, and ensuring effective communication with clients and outside counsel.

Responsibilities

• Prepare initial drafts/document shells of probate, tax, litigation, bankruptcy and agency pleadings from templates, including but not limited to requests for production/interrogatories, deposition notices, certificates of service, declarations, and notices of appearance; prepare transmittal letters; revise, format, finalize, file and serve pleadings; electronically file documents with federal, state and appellate courts in accordance with court rules and case procedures; pull documents from agency or court websites; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences; and compile and prepare exhibits
• Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; keyboard a variety of documents from audio files, handwritten drafts or notes; apply track changes, formatting, automatic numbering and styles; prepare tables of contents and tables of authorities; compare documents and produce redline comparisons
• Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format and outline; and manually compare documents word-for-word
• Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; prepare transmittal, engagement and conflict waiver letters; photocopy, scan, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); schedule meetings and coordinate reservations for conference rooms; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare compliance reports to state bar associations; and transmit voluminous electronic documents via secure file sharing website
• Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts
• Accurate and consistent tracking and reporting of work assignments through ticketing system; communicate and collaborate with team regarding workload and availability provide coverage for FAST members during times of need, such as heavy workload and unplanned or planned absences; produce consistently accurate and high-quality work product to Firm and department service level standards; and contribute to improvements in efficiency and quality of work; create and update knowledge articles; and provide training and mentoring to fellow FAST members
• Prioritize and delegate assignments based on deadline and staffing during coordinator shift; record, monitor, and update reservation requests; negotiate deadlines with attorneys and staff; assess what can be done for a project if when time and staffing constraints occur; and escalate concerns or issues to FAST Supervisor
• Other duties as assigned

Skills

• High school diploma or equivalent required
• At least four years of experience providing legal administrative support, preferably in the area of litigation, bankruptcy and/or tax law
• Strong preference for electronic court filing experience in a variety of jurisdictions and knowledge of federal court procedures
• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience
• Bachelor's degree in a related field in lieu of two years of experience
• Accurately type 50+ wpm
• Advanced proficiency in Microsoft Office applications
• Intermediate proficiency in Adobe Acrobat, iManage, Visio, MacPac, Drafting Assistant, iManage, Express Scribe, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, BOX, Workshare Compare, Metadata Assistant, 7-Zip and InterAction
• Federal electronic court filing experience
• Familiarity with Bluebook legal citation format
• Keep personally identifiable information, personal health information and attorney/client privileged information confidential
• Comply with Firm policies and ethics rules
• Prioritize daily responsibilities and special projects and readjust as priorities change
• Coordinate resources to meet deadlines
• Perform multiple tasks in a high-pressure, fast-paced environment
• Maintain a calm, courteous, and professional demeanor at all times
• Be a constant-learner, flexible, proactive, efficient and resourceful
• Take initiative, and follow through
• Solve problems
• Work independently and in an interactive team environment
• Have prompt, regular, and predictable attendance
• Have strong organizational, grammar, and proofreading skills
• Pay attention to detail
• Have outstanding interpersonal and client service skills
• Have clear, effective, and professional verbal and written communication skills
• Be proficient and fluent in reading, writing, and verbal communication in English

Benefits

• Annual discretionary bonus
• Paid family & medical leave
• Competitive PTO
• Remote work options
• Competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options
• Generous firm-contributed health savings account
• Pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office
• Annual contribution into the employee's retirement plan

Company Overview

• Stoel Rives is a leading U.S. corporate and litigation law firm providing sophisticated business clients high quality legal services. It was founded in 1907, and is headquartered in Portland, Oregon, USA, with a workforce of 501-1000 employees. Its website is http://www.stoel.com.

Company H1B Sponsorship

• Stoel Rives LLP has a track record of offering H1B sponsorships, with 1 in 2025, 2 in 2024, 1 in 2022, 1 in 2021. Please note that this does not guarantee sponsorship for this specific role.

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