Private Client Assistant - Boston

The Private Client Assistant provides administrative support for members, associates, legal assistants and other designated firm personnel. This role will work closely with assigned teams managing the day-to-day activities within the Private Client section.

Responsibilities:

• Provide quality client service to the Private Client section by communicating professionally to internal and external client inquiries, answering phones, and greeting clients.

• Serve as a point of contact for clients, providing information and updates as needed.

• Maintain client confidentiality and handle sensitive information with discretion.

• Manage incoming and outgoing mail, phone calls, and email.

• Manage and maintain extensive and ever-changing calendar(s) by scheduling appointments, coordinating meetings, conferences, and travel arrangements.

• Proactively send reminders and confirmations for appointments and deadlines.

• Prepare correspondence, memoranda and other documents in an accurate and timely manner.

• Manage and/or maintain calendar by scheduling appointments, coordinating meetings, conferences and travel arrangements.

• Actively manage attorney/paralegal billable time by inputting into Firm's system and processing monthly billing (inputting draft edits and mailing of non-E-bill client invoices) by working closely with assigned billing specialist.

• Keep current with expense reporting and process check requests.

• Initiate conflict process, draft engagement letters and submit intake documentation for processing.

• Provide quality client service by communicating professionally to internal and external client inquiries, answering phones and greeting clients.

• Work collaboratively with assigned team and section mates.

• Coordinate all administrative details on attorney projects including workflow between clients, timekeepers, document support and night assistance.

• Proactively participate in training opportunities to advance skill levels and efficiency in firm software.

• Log and update all daily tasks, and activities accurately in MyDay by each end of day.

• Assume additional responsibilities as requested.

• This role requires 80% in office presence; remote work is permissible 20% of the time.

Qualifications:

• College degree or relevant work experience required.

• 5+ years' of secretarial or administrative experience, preferably in a legal or professional services organization.

• Trust and Estate planning experience is a plus.

• Possess excellent written and verbal communication skills.

• Strong organizational and administrative skills.

• Excellent attention to detail and ability to execute through to completion.

• Creative problem solving skills, reasoning ability and logical thought process.

• Ability to work under pressure, prioritize competing demands, meet various deadlines and respond quickly to changing priorities.

• Demonstrated ability to professionally interact and collaborate with colleagues at all levels.

• Ability to work independently and as part of a team.

• Outstanding sense of customer service.

• Enthusiastic, proactive and positive attitude.

• Ability to handle confidential matters with discretion.

• Must be self-motivated to produce quality work.

• High level of integrity and honesty.

• Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.

• Flexibility to work overtime when necessary.

This job description is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.

The salary range for this position in Boston is $75,000 to $90,000. This position is bonus eligible. Mintz offers a comprehensive benefits package.

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