Administrative Assistant - Corporate Finance

Administrative Assistant - Corporate Finance

Description

• Dykema Gossett PLLC, a leading national law firm, is recruiting for an experienced Corporate Finance Administrative Assistant in our Dallas office. The Corporate Finance Administrative Assistant is responsible for providing point of contact administrative support to assigned attorneys within our Corporate, M&A and Securities practice groups. This role successfully manages complex, high-priority projects with meticulous attention to detail. Exceptional technological and organizational skills with a commitment to delivering sophisticated, high-touch service to clients and internal stakeholders.

• ESSENTIAL DUTIES AND RESPONSIBILITIES

• Shows proficiency in Corporate law by assisting with preparation of regulatory agency filings and organizing documents; maintaining corporate records; preparing stock certificates; preparing closing binders; and assisting with the coordination of closings and client meetings as needed.

• Provides day-to-day support of attorneys and paralegals in the preparation, recording, filing (both electronic and non-electronic) and transmittal of corporate and other legal documents.

• Types, transcribes, revises, modifies and proofreads all correspondence, memoranda, notes, outlines, legal documents, charts, forms, etc., whether from drafts, originals or dictation, prioritizes assignments and meets specific deadlines on projects.

• Processes new clients and matters into new business intake (NBI) software system. Prepares and submits conflict check forms, screening forms and new matter request forms through NBI. Sets up engagement letters.

• Coordinates client billing matters, prepares billing letters and other requested client financial updates. Assists attorneys with tracking and monitoring alternative fee arrangements. Assists attorneys with automation, tracking and monitoring of matter budgets.

• Maintains and coordinates attorneys’ calendars, including scheduling and reminding attorneys of appointments and various other dates. Makes travel arrangements and prepares itineraries.

• Maintains attorneys’ contacts.

• Answers and screens telephone calls. Assists callers independently on a regular basis. Exhibits the discretion to know when to contact the attorney concerning urgent or emergency calls and when to refer to another party.

• Reviews and routes incoming mail and email communications. Prepares and processes outgoing mail and packages, arranging for specialized mail or messenger services as required. Ensures all attachments, exhibits, and enclosures are included. Coordinates activities with Office Services, as needed.

• Enters and/or releases attorneys’ time, if required. Maintains list of all current billing numbers for assigned timekeepers.

• Maintains and organizes digital and hard files on request.

• Exercises independent judgment in determining priority levels of all work assigned on a daily basis. Assures that high priority items are completed in a timely manner.

• Conducts all business in a confidential manner.

• Assists other Administrative Assistants with work overflow.

• Perform other responsibilities/tasks as requested.

• KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High school diploma or GED required; one to two years of post-high school education preferred.

• Three to five years of legal support experience in Corporate Finance practice, required. Experience in additional practice areas is a plus.

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook. Proficiency in Kofax Power PDF, helpful.

• Excellent verbal and written communication skills, including grammar, spelling and proofreading.

• Excellent organizational, time management and prioritization skills.

• Ability to deliver superior, professional service to all internal and external clients.

• Ability to maintain confidentiality regarding clients, guests, documents, conversations, etc.

• Minimum typing speed of 55 WPM.

• GREAT BENEFITS FOR GREAT PEOPLE

• Dykema offers a comprehensive benefits package designed to support the well-being and success of our employees both personally and professionally. This includes competitive health, dental, and vision insurance plans, along with flexible paid time off (PTO), holiday leave, and a retirement savings plan with profit sharing for eligible employees. Other benefits include flexible spending programs, health savings account, commuter benefits, and personal and parental leave programs. We prioritize work-life balance and offer wellness programs, and access to mental health support. Additionally, employees enjoy access to professional development programs, a supportive and inclusive workplace culture, and various employee discounts and perks. We are committed to providing a benefits package that helps our team thrive and feel valued.

• The offered salary will be determined by a variety of factors including, but not limited to, work location, individual skill set, previous/applicable experience, education, external market data and consideration of internal equity.

• EEO STATEMENT

• It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances. Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments, and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.

• E-VERIFY

• Dykema uses E-Verify in its hiring practices to achieve a lawful workforce. E-Verify is a registered trademark of the U.S. Department of Homeland Security.

• Additional Information

• This job posting is intended to describe the essential duties and responsibilities, the specialized job functions, and the essential requirements of this job. It is not intended to be an exhaustive statement of all supplemental duties, responsibilities, non-essential requirements, or reflect any accommodations made under the Americans with Disabilities Act or the Michigan Persons with Disabilities Civil Rights Act.

Qualifications

Skills

• Preferred

• Microsoft PowerPoint

• Intermediate

• Microsoft Word

• Intermediate

• Microsoft Excel

• Intermediate

• Microsoft Outlook

• Intermediate

• Behaviors

• Preferred

• Team Player

• Works well as a member of a group

• Detail Oriented

• Capable of carrying out a given task with all details necessary to get the task done well

• Motivations

Education

Experience

• Required 3-5 years:

• Minimum of three to five years of legal support experience in Corporate Finance practice

• Licenses & Certifications

• Equal Opportunity Employer

• This employer is required to notify all applicants of their rights pursuant to federal employment laws.

• For further information, please review the Know Your Rights notice from the Department of Labor.