Legal Administrative Assistant – Business Practice Group

Legal Administrative Assistant – Business Practice Group - Portland, ME Job Summary We’re looking for a proactive, detail-oriented legal administrative assistant to support our Business Practice Group in Portland, Maine. In this role, you'll be an essential part of our legal team—keeping things organized, ensuring deadlines are met, and helping our attorneys and clients stay on track. You’ll work closely with great people and handle a variety of tasks that keep our deals and daily work moving smoothly. Responsibilities Proof and polish documents to make sure they’re error-free and ready to go Help manage timelines and keep track of important transactional documents Finalize and send documents to clients, attorneys, and internal teams Prepare closing binders and help wrap up deals Answer and route calls, and assist when attorneys are unavailable Handle mail—scanning, sorting, distributing, and filing throughout the day Edit and draft correspondence and legal documents Set up meetings and coordinate schedules for attorneys and clients Assist with planning travel, seminars, and events Keep track of attorneys’ continuing education requirements Maintain calendars and remind attorneys about upcoming commitments Review and finalize client billing Help with conflict checks for new clients Organize and manage both paper and electronic files Handle other admin tasks, such as expense reports and matter reports Required Knowledge, Skills, and Abilities 3–5 years of administrative experience (law firm experience a plus) Bachelor’s degree preferred Strong organizational skills and attention to detail A positive, can-do attitude and team-oriented mindset Excellent communication and people skills—you enjoy working with others Solid problem-solving abilities and the foresight to anticipate needs Strong technical skills—Microsoft Word (intermediate to advanced), Excel, Outlook, PowerPoint, and general database experience Discretion and professionalism—you know how to handle confidential info To apply, please submit your cover letter and resume to Maria Gaetani at mgaetani@pierceatwood.com.