Special Assistant (Environment and Product Regulation) - Wiley Rein LLP

Michelle DaSilva

Special Assistant (Environment and Product Regulation) - Wiley Rein LLP

Special Assistant (Environment and Product Regulation)

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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.

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