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.