Global Resource Assistant

Overview

Job Description: The Global Resource Assistant (“GRA”) will provide multi-location support, remotely, to an assigned group of Associates years 1-6, Professional Specialists, Paralegals, and on a case-by-case basis, to senior associates, partners, counsel and staff attorneys. GRAs will be cross-trained to support other similar groups as well as his/her assigned group of timekeepers. This position reports to a department Secretarial Manager.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking. We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law.

And our rigorous standards assure you are part of a diverse team of top talent at every turn. If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Albany, NY;
Buffalo, NY;
Rochester, NY

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested. The Assistant is both proactive and highly responsive, effectively and efficiently managing workload as well as requests for information.
• Preparing documents quickly and accurately; proofreading own and others  work; offering suggestions for improving work and/or processes; promptly performs administrative tasks in Inter Action, Workshare, Chrome River and other firm applications
• Proactively managing calendars, ensuring all details are anticipated, arranged and well-coordinated, including, among other things, all meeting logistics (AV requirements, catering, other special needs); maintaining overall knowledge of the status of ongoing cases; anticipating next steps and preparing for them in advance; proactively preparing for court filings, including arranging for court fee checks; opening new matters and preparing engagement letters; maintaining up-to-date contact list for assigned attorneys;
  
  assist in tracking CLE requirements and attorney renewals for various legal organizations and courts.
• Creating positive outcomes by executing well, following through, and being accountable; seeking challenges and embracing change; supporting practice development and monitoring attorney social media accounts, and handling other tasks related to managing attorneys’ client relationships; maintaining up-to-date desk procedures, including unique preferences or requirements of individual attorneys and clients.
• Coordinating services for copy and print jobs, reviewing for accuracy; sending faxes; coordinating mail/shipping needs, exercising judgment as to methods; coordinating maintenance of current and well organized hard copy files along with periodically reviewing and preparing files for offsite storage.
• Displaying a cooperative spirit and fostering a positive work environment; working collaboratively as part of the support team, proactively backing up other team members; ensuring accuracy and completeness of all work being produced by a team of which he/she is a part; assisting co-workers with overflow; assisting time entry with the production of timesheets; coordinating with firm’s travel services group to arrange travel plans for assigned timekeepers;
  
  processing expenses and invoices promptly and with correct coding.
• Works independently with confidence, knows when to reach for supervision; conveys a poised, positive, professional image to clients; attorneys, staff and visitors, and takes pride in representing the firm.
• Identifies his/her own training needs and actively pursues professional development; seeks up-to-date knowledge of jurisdictional rules relevant to assigned attorneys; proactively shares knowledge with and provides guidance to other members of the support team.
• Embraces new technical solutions and incorporates them into new and existing processes; attends firm-sponsored training to maintain required skill level of software applications.
• Perform other duties as assigned.

• 3+ years of relevant experience…