Project Assistant Jobs in Philadelphia, PA (NOW HIRING)

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Corporate Project Assistant provides general administrative and operational support to the firm's corporate services subsidiary. The Corporate Project Assistant works closely with and serves as backup support for the paralegal and subsidiary administrative team, helping to ensure continuity of service during periods of high volume or staff absence. The Corporate Project Assistant is focused on learning established procedures, supporting day-to-day functions of the group, and contributing to efficient, accurate delivery of services to internal and external stakeholders.

Essential Duties and Responsibilities:

• Monitor the team inbox for client requests, retrieve official documents from state systems, and route materials and information to the appropriate internal and external recipients in a timely manner.

• Assist in preparing, submitting, and tracking state corporate and UCC filings and searches; obtain and distribute confirmations and filed copies; and, when the firm is acting as registered agent for new entities, support required diligence (including OFAC checks) and related recordkeeping under appropriate supervision.

• Respond to routine client and internal inquiries regarding Delaware procedures, required forms, fees, and expected processing timelines, and promptly escalate complex, unusual, or high-risk issues to senior team members.

• Log incoming service of process, transmit materials to clients, track follow-up transmittals and delivery status, and maintain accurate, up-to-date SOP records in firm systems.

• Assist with coordinating and tracking required mailings, including state tax statements and notices of deficiency; monitor and process returned mail; update addresses and related records; and communicate with clients regarding address changes and follow-up actions.

• Execute mass emails to past-due accounts using approved firm processes and templates, track and record responses, and escalate non-responsive or disputed items as directed.

• Maintain orderly records, calendars, tickler systems, and trackers in firm databases and document management systems; follow established procedures, workflows, and deadlines; and provide coverage and support for other team members as assigned.

Knowledge, Skills, and Abilities:

• Foundational knowledge of Delaware corporate procedures (e.g., formations, amendments, cancellations, name reservations/renewals) or strong willingness to learn quickly.

• Basic understanding of UCC filings and searches; familiarity with registered agent obligations preferred.

• Proficient knowledge of Microsoft Office applications, including, but not limited to Word, Excel and Outlook, and the ability to learn firm systems (e.g., iManage).

• Familiarity with QuickBooks or similar tools for mass email workflows is a plus.

• Strong attention to detail, organization, and follow-through; ability to manage multiple tasks and priorities with guidance.

• Clear, professional communication skills; responsive client-service mindset with sound judgment and discretion.

• Ability to work collaboratively and seek guidance; escalate questions and issues appropriately.

• Commitment to confidentiality, compliance, and adherence to firm policies.

Education and/or Experience:

• Bachelor's degree preferred; equivalent combination of education and office experience considered.

• Minimum of one (1) year of experience in a law firm, corporate services, or professional services environment preferred.

• Experience with corporate filings, registered agent functions, and document management systems preferred.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com.

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.