Administrative Assistant

Core Responsibilities

(I) Administrative functions related to office management:

• (1) preparing, sending, and following up on invoices using invoicing software (Harvest);
• (2) Drafting Retainer Agreements / Letters of Engagement for Clients / sending / following up.
• (3) Scheduling / confirming / calendaring client appointments, new client consultations, and meetings;
• (4) Following up with colleagues to schedule 1-to-1 Zoom meetings, lunches, etc.

(II) Marketing and Client Engagement:

• (1) posting on social media (LinkedIn, Facebook, Alignable & Twitter) for the firm 2 to 3 times weekly;
• (2) Sending quarterly e-newsletter using Constant Contact (or once every two months) to firm's clients, colleagues, associates and connections;
• (3) Periodic follow-up emails and/or calls to the firm's clients -- particularly those not heard from in a while -- to see if they need assistance.
• (4) looking for opportunities for Eric Sarver, Esq, (Firm's Founder & Managing Attorney) to guest on podcasts, TV shows, or radio shows (from a roster of prior engagements, and seeking out new ones).

III. Form Completion:

• (1) Filling out certain forms (such as a Notice of Appearance, a Summons, etc) in active litigations (no legal analysis required, just adding in names of parties, caption, etc.
• (2) Responding to client emails about dates or scheduling.
• (3) Periodic proofreading of documents for errors.
• And related administrative / secretarial functions.
• (4) Periodic need for formatting or reformatting documents in Word.
• (5) Periodic printing and FedExing out of documents.

Qualifications/Skills

• Must be well-organized, meticulous / close attention to detail (including proofreading).
• Must be creative, intelligent, have at least a college degree from an accredited university or college
• Good listener / good at anticipating needs as they arise.
• Good at following directions / directives.

Experience:

• Prior experience -- as an administrative assistant or a legal secretary -- for 5 to 8 years; prior experience in a law firm is a plus.
• Knowledge of / Familiarity with Retainer Agreements, Invoices (Harvest Billing Software is a plus), Gmail / G-Suite, Google Dropbox, Adobe PDF, Excel, and Microsoft Word.

Company Benefits/Perks

• Room for growth in terms of increased hours per week (beyond 12 hours as starting point);
• Prompt and timely payment (working within the Mom Project's guidelines for payments);
• Flexible hours within the workweek / freedom in terms of scheduling;
• Remote work (may only need you in person on rare occasions).
• Reasonable, down-to-earth attorney to work with;
• Inspiring and interesting subject matter.