Professional Assistant

About Us

Blank Rome is an Am Law 100 firm with 16 offices and 800 attorneys who provide comprehensive legal and advocacy services to clients operating in the United States and around the world. Our professionals have built a reputation for their leading knowledge and experience across a spectrum of industries and are recognized for their commitment to pro bono work in their communities. Since our inception in 1946, Blank Rome’s culture has been dedicated to providing top-level service to all of our clients and has been rooted in the strength of our diversity and inclusion initiatives. Our commitment to our core values and dedication to providing a supportive and inclusive work environment, allows the firm to attract and retain the brightest in the industry.

Job Overview

Blank Rome’s Philadelphia office is seeking an experienced Professional Assistant to provide high-level administrative and practice-specific support to attorneys and legal teams within the Litigation Practice Group. The Professional Assistant will play an integral role in supporting matters throughout the litigation life cycle, from new matter opening through discovery, hearings, trial and post-trial activities.

The successful candidate will demonstrate a strong understanding of litigation workflow, exercise sound judgment, proactively anticipate attorney and client needs, and independently manage multiple priorities and deadlines in a fast-paced environment. This role will work closely with attorneys, paralegals, litigation support, docketing, records, billing and other firm resources to ensure matters progress efficiently and accurately.

The Professional Assistant is expected to take ownership of assigned responsibilities, maintain a high level of confidentiality and accuracy, and serve as a reliable resource to the litigation team. The Professional Assistant maintains a professional demeanor and focus and seeks to maximize team contribution and minimize disruptions to the workday.

This role has a hybrid working arrangement. Potential candidates must live within commuting distance of our Philadelphia office to be onsite 4 days per week. In this role, you will report to the Office Administrator.

Essential Functions

• Demonstrate command of workflow; utilizing firm resources appropriately.
• Utilize ServiceNow, the firm’s task tracking software, to manage assignments.
• Create, edit, format and proofread documents including, but not limited to, agreements, contracts, plans etc. and maintain such documents within the firm’s document management system.
• Prepare legal documents for e-Filing and filing via PACER.
• Communicate directly and on behalf of attorney(s), including outside vendors.
• Prepare new client matter request packets and coordinate approval; coordinate conflict search processes; and prepare retainer letters.
• Review proformas and edit bills according to client billing arrangement.
• Partner with the Finance team to prepare quarterly accrual reports.
• Provide support for clients utilizing third-party billing platforms, including invoice management and issue resolution as needed.
• Enter, track, and coordinate new client/matter information.
• Edit and coordinate client pitches with Marketing Department.
• Maintain InterAction and/or Extranet data, keeping information current
• Maintain electronic and paper files in accordance with firm guidelines.
• Maintain and monitor attorney calendars and provide timely updates and reminders
• Coordinate and/or book travel arrangements.
• Prepare, track, and maintain attorney expenses in Chrome River.
• Organize and coordinate conference calls and client meetings.
• Perform other responsibilities as assigned.
• Work additional hours as needed to fulfill job requirements.

The above essential functions represent the general nature and level of responsibilities for this position and is not intended to be an all-inclusive list. The firm may modify and amend any job description at any time in its sole discretion.

Skills/Qualifications

• 5+ years of legal secretarial or assistant experience .
• Associates degree preferred; Notary Public is a plus.
• Experience in a legal environment or professional services required.
• Experience with law firm and/or client billing platforms, preferably Elite 3E and/or Trideo.
• Ability to draft correspondence.
• Strong communication skills (verbal and written) with the ability to develop positive working relationships (in-person and virtually).
• Meticulous attention to detail and accuracy.
• Ability to manage multiple tasks with effective organizational skills.
• Proven problem solving, critical thinking, and decision-making skills.
• Ability to receive detailed information through oral and written communication.
• Ability to read, create, proofread and transcribe documents.
• Ability to exchange information and receive instructions via phone and email.
• Ability to work in a high-pressure deadline driven environment.
• Ability to maintain confidentiality.
• Ability to prioritize and handle multiple projects, with a willingness to accept ownership of projects and be successful in driving those projects and daily tasks to a successful conclusion.
• Ability to identify, analyze, and troubleshoot issues.
• Ability to develop creative solutions, work in a fast-paced, team-oriented environment, and collaborate with professionals at all levels preferred.
• Unquestioned integrity and professionalism.
• Proficient in Microsoft Suite (Word, Excel, Outlook, Teams), Chrome River, InterAction, and Carpe Diem.
• Proficient in web-based conference call/web-sharing applications.

EEO Statement

Blank Rome is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, religion, sexual orientation, gender, gender identity or expression, national origin, citizenship status, age, disability, genetic information, or any other status protected by law.

Our core values of respect for the individual, the community, and the law are clearly demonstrated in our ability to recruit and develop a diverse group of exceptionally talented attorneys and professional staff who enable us to best serve our clients and our communities.