Current Staff Openings

Responsibilities

The Beveridge & Diamond Chief Talent Officer (CTO) is responsible for coordinating and leading the Firm’s attorney talent recruiting, retention, and development efforts. The CTO reports to the Managing Principal and works with the Management Committee and Recruiting Committee to develop, update, and execute the Firm’s talent recruiting and retention strategy, which is a critical component of the Firm’s Strategic Plan.  The CTO also works with the Management Committee, Regional Office Managing Principals, Chiefs, Managers, and Firm committees and departments to foster a productive, collaborative, positive, inclusive, and supportive workplace for all employees that achieves the Firm’s business objectives and values. The CTO drives talent strategies that promote and reinforce diversity, equity, and inclusion (DE&I). The core priorities of the CTO’s work are to:

1. Implement the Firm’s program to acquire and retain attorney talent with the potential to become exceptional, well-rounded attorneys who have the potential to be leaders within the Firm and the field of environmental law.

2. Develop short-term and long-term initiatives and programs that will facilitate the development of the Firm’s talent and support the Firm’s culture of learning through ongoing training and engagement at all levels.

3. Support the Firm’s commitment to excellence, creativity, and collaboration.

4. Develop, support, and implement the Firm’s mentorship programs.

5. Manage and ensure professional support for the Firm’s attorney evaluation program.

6. Advise on and support the effectiveness of the Firm’s attorney workflow processes.

7. Develop metrics that will enable the CTO team and the Management Committee to track progress on meeting core priorities.

Requirements

• Bachelor’s degree or higher preferably in human resources, psychology, communications, or related fields; JD preferred.
• Minimum of 10-15+ years of combined experience in the areas of law firm recruiting, professional development, talent management, or related fields with increasing responsibilities over time.
• Demonstrated leadership and management experience.
• Excellent interpersonal and communication skills and the ability to effectively write and communicate in a concise manner with different stakeholders.
• Demonstrated commitment to valuing diversity, promoting an inclusive work environment, and staying current with DE&I best practices.
• Ability to think strategically, strong organizational skills, attention to detail, and ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Teams, WebEx, Zoom, Microsoft Outlook, Word, Excel, and PowerPoint.
• Proficiency in viDesktop, Litera Systems, or other LMS or HRIS.
• Ability to travel domestically as needed, conditions permitting, approx. 3-6 times a year.

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the specific duties and responsibilities of any particular person. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Qualified applicants are invited to submit a resume via the web application link.

Beveridge & Diamond, P.C. is an equal opportunity employer and all inquiries are kept strictly confidential.

Essential Duties and Responsibilities

The Legal Administrative Assistant role encompasses a wide range of advanced administrative support services aimed at facilitating the smooth operation of the Firm and aiding attorneys and clients. This position is pivotal in overseeing diverse administrative tasks, handling billing and accounting matters, utilizing excellent technical skills to produce high-quality work product, and working on a variety of projects. Additionally, the Legal Administrative Assistant serves as a primary liaison between clients and staff, ensuring effective communication and addressing client queries. This role will also provide back-up support to Legal Administrative Assistant teams.

Administrative Duties

1. Billing and Accounting. Review and adhere to General Counsel Guidelines. Open new client and/or matter numbers; perform conflict checks; provide monthly bills for attorney review; make appropriate transfers, write-offs, and corrections; apply retainers on account fees and account disbursements for third-party billings; handle special billing requests from clients, i.e., travel detail, special billing formats; copy, mail and forward copies of finalized bills to Accounting Department; maintain billing files; act as liaison with Accounting Department on past due receivables. Coordinate with other Legal Administrative Assistants on bills managed by other attorneys.
2. Time Entry and Expense Reports. On a daily or weekly basis, enter and/or review attorneys’ time entries in InTapp Time. Maintain time entry deadlines and coordinate the timely submission of attorney hours. Prepare and reconcile monthly corporate credit card statements for assigned attorneys. Process expense reports and obtain Firm checks or petty cash, as required.
3. Document Production. Process and format Word and Excel documents using prescribed Firm formats, including comparisons, conversions, merges, creation of tables of contents/authorities, etc. Perform processes associated with court services, including filing, requesting transcripts, and litigation searching. Prepare basic documents in PowerPoint as needed. Assist attorneys with PowerPoint presentations, including basic graphic enhancements (e.g., SmartArt, graphs/charts, inserting images from Firm pre-licensed image library).
4. Proofreading. Proofread all documents (both draft and final) to ensure accuracy of copy, grammar, punctuation, and syntax as well as conformance to Firm formats. Prepare correspondence and email drafts for attorney review.
5. Document Management. Ensure all documents are properly saved to appropriate workspaces within the Firm’s document management system. Verify tasks are completed, check for accuracy, and ensure that the appropriate metadata cleansing has been applied.
6. Mail. Open and promptly distribute incoming mail and date stamp, if requested. Check out-box periodically throughout the day and process materials appropriately. Arrange for the appropriate delivery of documents through mail, facsimile, overnight delivery, or messenger services.
7. Filing. Set up and maintain client, work, chronological, pleading, and personal files, including electronic files on the Firm’s DMS (iManage). Coordinate transfer of inactive or closed files to Records Coordinator or offsite storage facilities. Maintain a computerized index of all files in the Firm’s standard format.
8. Meeting Preparation. Coordinate meetings, appointments, and conferences. Schedule conference rooms, arrange catering service, and prepare necessary materials. Coordinate set-up and clean-up before and after meetings with Office Services staff.
9. Calendaring. Maintain Outlook calendar for attorneys, provide reminders, and schedule meetings and court appearances as necessary.
10. Docketing. Coordinate docketing requests with Docket Coordinator. Maintain tickler system and follow up on requests made by attorneys, paralegals, and clients. Docket case and motion schedules per local, state, and federal rules.
11. Court Filings. Maintain knowledge of procedures for filing with state and federal courts and agencies.
12. Travel Arrangements. Coordinate extensive national and international travel arrangements by securing end-to-end arrangements, including flights, hotels, transfers, itineraries, and any necessary visa documentation. Promptly handle unexpected travel changes in a proactive and efficient manner.
13. Photocopying. Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed. Create and convert documents to and from PDF and Word formats. Review results for accuracy and completeness. Coordinate large copy requests with Office Services.
14. Contact Management System. Maintain attorney contacts in the Firm’s client relationship management system (InterAction), including entering a significant number of new contacts. Identify and update outdated contact information and merge duplicate contacts. Enter notes and activities as appropriate for each contact (e.g., meetings, events, marketing activities). Add and remove attorney contacts to Firm distribution lists. Assist attorneys with basic questions about InterAction, including InterAction for Microsoft Outlook (IMO).
15. Team Support. Participate as an active member of the Legal Administrative Assistants’ team and proactively support team members and their attorneys as needed. Coordinate with back-up support team members when out of the office or unable to complete assigned projects. Maintain awareness of all tasks and deadlines related to projects assigned to other support staff.
16. Reception Duties. Direct telephone calls on general number; meet and greet clients and visitors in the reception area; ensure building-specific access processes and policies are enforced; coordinate meetings/conferences including scheduling conference room, arrange meal service, and set up and clean up with Office Services staff.

Other

1. Provide overflow services as requested.
2. Perform other duties as assigned.

Required Skills and Abilities

1. 3 to 7 years of experience supporting attorneys, executives, or managers preferred.

2. College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment.
3. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite), InterAction (contacts), Adobe Suite (or equivalent software).
4. Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.
5. Exceptional organizational and time-management skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail and efficiently meet deadlines.
6. Excellent oral and written communication, analytic, and problem-solving skills.
7. Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach.
8. Availability to work overtime as requested.
9. Ability to lift up to 30 pounds (full banker box weight).

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular person. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Click here to apply.

Beveridge & Diamond, P.C. is an equal opportunity employer and all inquiries are kept strictly confidential.