Legal Executive Assistant; Business

Under general supervision and according to established policies and procedures, performs a variety of support duties for business attorneys and paralegals to whom assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

• Types and drafts standard correspondence, memoranda, pleadings, contracts, and other legal documents;
• Performs word processing, filing and photocopying and operates standard office equipment including photocopiers, scanners, mail machines, etc.;
• Proofreads all work completed before returning to assignor;
• Reads, sorts, verifies, routes, dates, scans and files all incoming mail or correspondence and ensures that outgoing mail and parcels are timely delivered;
• Screens telephone calls and records messages;
• Maintains attorney calendar by planning and scheduling appointments, meetings, conferences and conference rooms, teleconferences, depositions, mediations, court appearance dates and travel;
• Ensures that all critical dates are entered into the critical date system timely and accurately including, without limitation, court appearance dates, filing deadlines, statutes of limitation;
• Opens new files, completes conflict of interest checks with client database records, and maintains all client and general files; closes files when engagement is complete;
• Maintains client confidence by keeping client/attorney information confidential;
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations;
• Accepts ownership for accomplishing new and different requests; explores opportunities to add value to job accomplishments; and adheres to firm values;
• Receives clients and visitors; maintains good public relations with clients;
• Performs backup duties for other Legal Executive Assistants and the Receptionist as needed;
• Understands the workflow within applicable business practice areas in order to assist attorneys and paralegals with the progression and completion of individual matters; and
• Any other duties or tasks assigned by attorneys, paralegals, or Director.

• Two or more years on the job experience in a law office setting and knowledge and understanding of legal procedures and formats;
• Ability to organize and prioritize numerous tasks and complete them under time constraints in a fast-paced high volume environment;
• Ability to concentrate and pay extremely close attention to detail;
• Must be reliable with predictable attendance;
• Must be willing to work overtime as needed;
• Proficient in Microsoft programs, such as Outlook, Word, Excel, PowerPoint, etc.;
• Ability to proofread and perform editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters;
• Ability to transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of 70 wpm;
• Ability to organize and prioritize numerous tasks and complete them under time constraints;
• Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds, and ability to retrieve and replace objects from shelves of up to 8 feet high;
• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact; ability to establish effective working relationships throughout operational groups; and
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties.

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines;
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job;
• While performing the duties of this job, the employee is regularly required to see, talk and hear;
• This position requires the ability to occasionally work overtime; and
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

• Required to be Notary Public through the State of Nebraska.
• Bachelor’s Degree in business administration or legal studies or related field strongly preferred.