Legal Administrative Assistant

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JOB TITLE: Legal Administrative Assistant

FLSA STATUS: Non-Exempt

SCHEDULE: M-F 37.5 hrs./week

LOCATION: St. Louis, MO (hybrid work environment with three days in office)

REPORTS TO: Regional Office Administrator

POSITION SUMMARY: Under general direction, the Legal Administrative Assistant provides confidential secretarial and administrative support to multiple attorneys and other timekeepers within the Business Transactions practice groups. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures.

$28.25/yr - $35.50/yr

COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $28.25 and $35.50.

• Provide administrative and secretarial support to attorneys and other timekeepers, interacting professionally with staff and leadership at all levels of the firm.
• Deliver high-quality internal and external client service while maintaining discretion and confidentiality.
• Collaborate with other Legal Administrative Assistants and provide coverage or assistance as assigned.
• Coordinate effectively with shared services departments, including Records, Accounting, and IT.
• Apply sound judgment and established procedures to prioritize assigned work, manage deadlines, and support attorney and client needs.
• Manage incoming and outgoing communications, including telephone calls, email, and electronic document workflows, to support client matters and deadlines.
• Schedule and coordinate meetings, conference rooms, and related logistics, including hospitality, facilities, and technology requirements.
• Maintain and manage attorney calendars, scheduling meetings with internal and external participants and communicating schedule changes as needed.
• Create, maintain, and organize client and matter files in both electronic and paper formats in coordination with the Records Department.
• Perform filing, file retrieval, and document management system updates in accordance with firm standards.
• Prepare and submit conflict checks, new client intake requests, and matter openings.
• Prepare, process, and submit conflict checks, new client intake requests, and matter openings in accordance with firm procedures.
• Coordinate with Accounting to support accurate billing in accordance with client requirements, including pre-bill review and invoice preparation as requested.
• Prepare, format, edit, and save documents using firm templates and styles; transcribe dictation using approved tools.
• Assist with drafting, proofreading, document comparison, and cross-referencing of legal documents.
• Plan and coordinate travel arrangements and prepare itineraries.

• Education: Some college preferred, but not required.

• Experience: A minimum of three (3) years of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred. Prior exposure to transactional law is desirable but not required.
• Technical
  
  Skills:
  
  Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Organizational & Time Management
  
  Skills:
  
  Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication &
  
  Collaboration:
  
  Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

None

• Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
• Occasional travel to court, other office locations, or external administrative sites may be required.
• Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
• Fast-paced, collaborative environment requiring adaptability, strong attention to…