Legal Administrative Assistant

Job Title: Legal Administrative Assistant

Role Overview
This position involves providing administrative support to attorneys in a fast-paced legal environment. Key duties include maintaining marketing contacts, producing and filing legal documents, managing electronic files, and handling data entry tasks. The role also includes significant calendar management, travel coordination, and direct client interaction, both by phone and in person. You will help organize and manage practice-related files and administrative matters according to the preferences of the assigned attorneys.

Responsibilities

• Document Preparation:
  Prepare, proofread, and format legal documents such as reports, records, meeting minutes, and other materials from rough drafts or corrected copies. Ensure documents are error-free and meet formatting standards. File and distribute documents electronically or in hard copy as needed.

• Scheduling:
  Coordinate appointments, meetings, and conferences for attorneys and team members. Prioritize tasks and workflows to ensure all deadlines are met. Manage conference room bookings and arrange for special equipment or catering when necessary.

• Client Service:
  Handle incoming phone calls, taking accurate messages or referring calls to the appropriate team members. Provide timely and professional communication to clients and colleagues, ensuring that all inquiries are addressed promptly, even when team members are out of the office. Facilitate conference calls and retrieve voicemail messages.

• Time Entry & Billing:
  Record daily or weekly time entries and assist in opening new client matters. Conduct conflict checks and manage billing procedures, including pre-bill preparation, email distribution of finalized invoices, and collaboration with the accounting department to ensure timely billing and payment.

• Filing & Document Management:
  Maintain organized and up-to-date files in accordance with established guidelines. This includes client files, administrative records, and ongoing legal matters. Ensure proper retrieval of information and ensure the timely closure and storage of completed files.

• Travel & Expenses:
  Arrange travel schedules and make reservations for team members. Process and submit expense reimbursements for the team using the firm's expense management system.

• Mail Handling:
  Review, prioritize, and distribute incoming mail. Prepare outgoing mail, including packages, and coordinate messenger or courier services as necessary.

• General Administrative Support:
  Provide backup secretarial and administrative assistance to other attorneys as needed, ensuring smooth day-to-day operations.

Qualifications

• Associate’s degree required, Bachelor’s degree preferred.
• 1-2 years of administrative or legal assistant experience required.
• 2-5 years of experience as a litigation legal secretary preferred.
• Strong proficiency in Microsoft Office Suite or similar software.
• Excellent verbal and written communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple tasks.
• Ability to work collaboratively in a team environment.

Growth Opportunities
This role offers opportunities to advance within legal administrative support positions, gaining experience in higher-level case support and legal operations.

Additional Information

• This is a strictly on-site position.
• Hours: Monday to Friday, 8:30 AM - 5:00 PM.
• Focused on legal and litigation administrative support.