Community Affairs and Pro Bono Administrative Assistant

We are seeking an Assistant to provide administrative support to all members of the Community Affairs and Pro Bono Department!

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At a glance

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We are seeking an Assistant to provide administrative support to all members of the Community Affairs and Pro Bono Department, including, but not limited to, specific tasks detailed below. Maintain positive relationships with lawyers, non-lawyer personnel, firm clients and non-profit organizations while working as an effective team player.

Key Responsibilities

• Maintain firm-wide civic/charitable contribution and pro bono databases. This includes pulling historical information, data entry through various phases, W-9 and banking information for non-profits, reporting.
• Document all partner matches, organize matching funds data by client, and create partner contribution summary reports on Excel spreadsheets/pivot tables.
• Forward charitable tax receipts received from non-profits to designated Finance and Billing Department personnel.
• Manage budget and monthly general ledger reports and submit payment requests into Chrome River. Draft quarterly reports summarizing Community Fund payments by office and remaining balances.
• Coordinate all aspects of the Atlanta Office annual United Way campaign including database input, on-line pledge process, pledge form distribution, campaign status reports, logistics for campaign events, campaign publicity, correspondence with team captains, follow-up with donors, donor recognition and preparation of final campaign reports for United Way.
• Coordinate the donation process for firm personnel to approved disaster relief efforts with approved non-profits, track personnel contributions by office and any matching firm funds on spreadsheets, scan checks and prepare correspondence with non-profits.
• Ensure internal data including webpages, firm-wide non-profit board member databases and community service volunteer tracking spreadsheets are up-to-date and run reports as requested.
• Coordinate planning and manage logistics for Atlanta Office virtual, in-house, and off-site community service projects, meetings and events. This includes set-up, purchase of supplies and refreshments for projects and delivery to the volunteer site, on-site coordination, photography, publicity, communications, t-shirt distribution, volunteer recognition, organization and maintenance of volunteer storage areas and maintenance of volunteer records. Serve as “day of event” coordinator and team manager as needed.
• Coordinate firm-wide and multi-office community service projects and assist other offices as needed. Schedule quarterly meetings with Community Partners Council office representatives and help promote community service activities in each office. 
• Assist with coordination of summer internships for high school interns.
• Respond to annual external pro bono surveys and submit attorneys to pro bono honor roll lists.
• Run conflicts, prepare draft engagement letters and open new pro bono matters. Serve as a resource to Legal Practice Assistants who have questions about opening pro bono matters. Assist with closing out pro bono matters once over.
• Assist with event planning for awards events and nonprofit partner events, including drafting and sending invitations, maintaining the guest list, setting up and taking down the event.
• Assist with logistics and catering orders for in-person pro bono clinics and corporate collaborations across firmwide offices.
• Coordinate the distribution of annual and quarterly pro bono awards across all offices.
• Gather and track statuses of ongoing pro bono cases by sending out and following up on surveys asking case teams for updates quarterly. Check asylum case statuses with USCIS and EOIR on their websites on a recurring basis.
• Assist with transitioning pro bono cases when needed, including collecting and sharing case files. 
• Perform other duties as assigned by the Director of Community Affairs and Pro Bono Deputy.

The Successful Candidate

• Strong written and interpersonal communication skills and proven organizational skills.
• Ability to manage several tasks and projects at the same time.
• Ability to work alone and in a team environment.
• Proficiency with Microsoft Word and Excel required.
• College degree required.

Apply now