About Company
Pierce Atwood LLP is a leading regional law firm with a national presence, renowned for providing comprehensive legal services to local, national, and international clients. With a rich history spanning over a century, we are committed to excellence, innovation, and client success. Our firm fosters a collaborative and inclusive culture where every team member is valued and empowered to contribute to our shared goals. Located in the vibrant heart of Portland, Maine, our office offers a dynamic work environment focused on professionalism, integrity, and community engagement. We believe in investing in our people, offering opportunities for growth and development within a supportive and forward-thinking legal landscape. Joining Pierce Atwood means becoming part of a team dedicated to making a tangible impact, both for our clients and within the communities we serve. We pride ourselves on creating an environment where professionalism meets genuine camaraderie.
Job Description
Pierce Atwood LLP is seeking an accomplished and highly organized Personal Assistant to provide comprehensive administrative and executive support to our senior partners. This full-time, on-site role is pivotal in ensuring the efficient operation of their daily activities, managing complex schedules, and facilitating seamless communication. As a Personal Assistant, you will be the backbone of support, handling a diverse range of tasks that require exceptional discretion, proactive problem-solving, and meticulous attention to detail. You will be instrumental in managing confidential information, anticipating needs, and maintaining a professional demeanor in all interactions. This position offers a unique opportunity to work within a prestigious legal environment, contributing directly to the productivity and success of our esteemed partners and the firm as a whole. We are looking for an individual who thrives in a fast-paced setting, possesses superior organizational capabilities, and is dedicated to providing unparalleled administrative support. Your ability to prioritize effectively, manage multiple projects simultaneously, and adapt to changing demands will be key to your success in this role. You will be expected to maintain a high level of professionalism and confidentiality at all times, ensuring that our partners can focus on their core legal work with optimal support.
Key Responsibilities
- Manage complex calendars, scheduling appointments, meetings, and conferences with precision and foresight.
- Coordinate extensive domestic and international travel arrangements, including itineraries, bookings, and detailed expense reports.
- Prepare, edit, and proofread correspondence, presentations, reports, and other legal documents, ensuring accuracy and adherence to firm standards.
- Act as a primary point of contact, screening calls, emails, and visitors, and directing inquiries appropriately and professionally.
- Organize and maintain physical and electronic filing systems, ensuring confidentiality, easy retrieval of information, and compliance with firm policies.
- Process expense reports, invoices, and other financial documentation in a timely and accurate manner.
- Assist with personal errands and ad-hoc projects as needed, demonstrating flexibility, discretion, and a 'can-do' attitude.
- Plan and coordinate internal and external events, meetings, and social engagements, managing all logistical details.
- Conduct research and compile information to support various initiatives and presentations.
- Maintain professionalism and strict confidentiality in all aspects of the role, safeguarding sensitive information.
Required Skills
- Minimum of 3 years of experience as a Personal Assistant or Executive Assistant, preferably in a legal or professional services environment.
- Exceptional organizational and time management skills with the ability to prioritize and multi-task effectively under pressure.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Superior written and verbal communication skills, with a keen eye for detail and strong proofreading abilities.
- Proven ability to handle confidential information with utmost discretion and integrity.
- Strong interpersonal skills and a professional, poised demeanor in all interactions.
- Proactive, resourceful, and problem-solving mindset, capable of anticipating needs.
- Ability to work independently with minimal supervision and collaboratively as part of a team.
- High level of adaptability and flexibility to meet changing demands and priorities.
Preferred Qualifications
- Associate's or Bachelor's degree in Business Administration, Legal Studies, or a related field.
- Experience with legal billing software or document management systems (e.g., NetDocs, Aderant).
- Notary Public commission or willingness to obtain one.
- Familiarity with corporate governance and legal terminology.
Perks & Benefits
- Competitive salary and comprehensive benefits package.
- Medical, Dental, and Vision insurance plans with robust coverage.
- Generous Paid Time Off (PTO) and paid holidays.
- 401(k) retirement plan with employer matching contributions.
- Life and disability insurance for financial security.
- Opportunities for professional development and continuous learning within the legal sector.
- Wellness programs and employee assistance initiatives to support overall well-being.
- A collaborative and supportive work environment in a historic waterfront location.
- Commuter benefits and available parking options.
- Firm-sponsored social events and community involvement opportunities.
How to Apply
If you are a highly motivated and detail-oriented professional seeking to contribute your administrative expertise to a dynamic legal team, we encourage you to apply. Please visit our careers page by clicking the link below to submit your resume and a cover letter outlining your relevant experience and why you are the ideal candidate for this role. We look forward to reviewing your application!