Privacy and Data Security Administrative Assistant

Taft is seeking an Administrative Assistant to support Taft’s Privacy and Data Security Practice Group in its Dayton office.

We are seeking an Administrative Assistant with 2+ years of experience to support our Privacy and Data Security Practice Group in the Dayton office. All Taft employees operate under a “Client First” philosophy—in all things, we seek to provide exceptional services to our clients.

Duties and Responsibilities:

• Proactively supports attorneys and paralegals by preparing and revising documents, correspondences, and marketing presentations; utilizing general office software applications and some software specific to this legal practice and to the needs and practice of our attorneys; monitoring deadlines and calendars for multiple attorneys; calendaring due dates and appointments; coordinating, scheduling and conducting client conferences via all mediums (Phone, Zoom, Teams, etc.); contacting clients and third parties as directed for information; assisting assigned attorneys and paralegals with internal processes and procedures; and generally administratively facilitating the practice of law, managing projects,  and the business of our clients.
• Communicates professionally and kindly with clients and attorneys via phone and attends client and team meetings.
• Supports practice group with various tasks, including research and data entry.
• Proofs contracts, policies and other work product.
• Schedules and/or calendars multiple meetings, deadlines, and maintains calendars while ensuring all necessary materials are prepared in advance.
• Assists with client communications, providing exceptional client service and support.
• Manages incoming mail to include sorting, circulating, drafting responses, and saving as appropriate.
• Opens and closes client files, manages conflict checks, assists with the client billing process.
• Prioritizes work and monitors deadlines; participates and contributes to team meetings and objectives.
• Enters, reviews and corrects time entries in a timely fashion.
• Uses Comparite and similar tools to track changes and manage document integrity.
• Maintains and organizes physical and electronic files to ensure easy access to information.

Requirements:

• 2+ years’ experience with administrative work, preferably in a fast-paced environment.
• Legal experience a plus, but not required.
• Demonstrates excellent organizational abilities and proactive approach to improving organizational efficiencies in the Privacy and Data Security Practice Group.
• Positive attitude and willingness to learn new skills.
• Demonstrates a proficient command of the English language, including strong spelling and grammar skills.
• Shows strong working knowledge of, and facility with, Microsoft Office programs.
• Produces excellent written communications with correct structure and grammar.
• Shows ability to adapt quickly to workplace stressors and to manage competing priorities.
• Maintains attorney and client confidentiality.
• Demonstrates sharp, continual diligence; anticipates attorney and client needs.
• Demonstrates excellent people skills, teamwork, a high level of professionalism and responsiveness to both clients and co-workers.

Interested candidates should apply here.

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^{Taft is a State of Minnesota and City of St. Paul Affirmative Action Employer as required in those jurisdictions. Taft is an Equal Opportunity Employer. The information in this posting presents general duties, tasks, and responsibilities but is not intended to be an exhaustive listing. Taft Stettinius & Hollister LLP participates in E-VERIFY.}