Special Assistant (Environment and Product Regulation)
SUMMARY/OBJECTIVE:
The Special Assistant provides high level administrative support to
the firm’s attorneys and other legal staff.
RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
• Manage and maintain attorney calendars; schedule meetings
and conference calls
• Prepare and edit memos, correspondence, legal documents,
communications, presentations and other documents, using the
Firm’s word processing, spreadsheet, database, or
presentation software
• Conduct research, collect and analyze data to prepare
reports and documents, and retrieve documents from court and agency
websites, as requested
• Read and analyze incoming memos, submissions, and reports
to determine their significance and plan their distribution
• Work on client billable projects as directed
• Prepare litigation binders
• Execute court filings, as requested
• Maintain client relationship management system
• Assist attorneys in client relations, marketing and
business development
• Maintain files and prepare for storage
• Troubleshoot software issues
• Input attorney time
• Coordinate and process monthly client invoices
• Make and keep track of travel arrangements, including
calling hotel reservation desks and handling car rental
reservations
• Prepare and reconcile check requests, expense reports
• Open new client matters and prepare engagement letters
• Open, sort and distribute incoming correspondence,
including faxes and email
• Answer and screen telephone calls and take accurate
messages
• Provide back-up support and overflow assistance as
needed
• Maintain a positive attitude and professional behavior that
contributes to the overall public relations of the Firm
• Perform other duties as requested
WORK ENVIRONMENT:
• Position operates in a professional office environment
which is usually quiet to moderate
• Position requires that the employee have the ability to
multi-task in a fast-paced work environment
PHYSICAL DEMANDS:
• This position is primarily a sedentary position. However,
some duties and responsibilities are required which would require
the applicant to lift files, open filing cabinets, bend or stand,
reach with arms and hands, climb or balance, occasionally move
about to access office equipment, file cabinets, etc.
• Ability to carry or lift items weighing up to 10 pounds
KNOWLEDGE, SKILLS AND ABILITIES:
• Strong skills in MS Word, Excel and PowerPoint, Outlook,
various databases and Internet research skills
• Type 45 wpm
• Strong interpersonal and communication skills with ability
to work in a high-volume, high-energy environment
• Self-directed and self-motivated, with the ability to
prioritize assignments and maintain flexibility in an environment
with shifting priorities
• Proactive and with the ability to take initiative and
anticipate and address attorney needs and implement next steps
without a need for step-by-step guidance
• Possess problem-resolution abilities appropriately
combining, responsiveness, logic, flexibility, creativity,
follow-through, and client services skills with an emphasis on
discretion and diplomacy
• Exercise good judgment, maintain composure in high-pressure
situations, and exhibit appropriate workplace decorum
• Ability to understand and adhere to the prescribed chain of
command
• Take ownership of assignments
• Develop and implement processes that maximize
efficiencies
• Ability to build and maintain positive, respectful, and
collaborative working relationships
• Active listener and receptive to constructive feedback
• The ability to communicate professionally and effectively,
both in oral and written form
• Strong organizational and time management skills, ability
to multi-task, prioritize/coordinate deadlines and track progress
of tasks
• Ability to demonstrate attention to detail and accuracy
• Must maintain confidentiality of work-related information
and materials
• Must establish and maintain effective working relationships
in or out of a team environment
• Flexibility to work overtime on an as-needed basis
EDUCATION AND EXPERIENCE:
• College degree required
• Prior office experience required
OTHER DUTIES:
This description outlines the basic requirements of this position.
It is not intended to be a complete description as other duties may
be assigned.
*Wiley is committed to the continued health and safety of all
members of the firm and requires all members to be fully vaccinated
against COVID-19. Therefore, all newly hired personnel must be
fully vaccinated against COVID-19 by their start date. Proof of
vaccination will be required. Wiley will provide reasonable
accommodation(s) based on approved medical or religious
accommodation requests.
**Wiley is an Equal Opportunity Employer with a strong
commitment to the achievement of excellence, diversity and
inclusion. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual
orientation, gender identity or expression, national origin, age,
disability, protected veteran status, or any other characteristic
protected by law.
***This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.