Legal Administrative Assistant

Overview

The Legal Administrative Assistant role encompasses a wide range of advanced administrative support services aimed at facilitating the smooth operation of the Firm and aiding attorneys and clients. This position is pivotal in overseeing diverse administrative tasks, handling billing and accounting matters, utilizing excellent technical skills to produce high-quality work product, and working on a variety of projects. Additionally, the Legal Administrative Assistant serves as a primary liaison between clients and staff, ensuring effective communication and addressing client queries.

This role will also provide back-up support to Legal Administrative Assistant teams.

• Legal Document Production and Administrative Support
  Provide comprehensive administrative and legal support to attorneys, including advanced document production in Word, Excel, and PowerPoint using Firm-approved formats. Prepare and revise legal documents, comparisons, and tables of contents and authorities. Assist with PowerPoint presentations and basic graphic enhancements. Proofread all draft and final documents to ensure accuracy, consistency, and compliance with Firm standards.
• Billing, Time Entry, and Financial Administration
  Manage attorney billing and accounting functions in compliance with client guidelines and Firm policies. Open new clients and matters, prepare and distribute monthly bills for attorney review, process write-offs, transfers, corrections, and apply retainers to fees and disbursements. Enter, review, and finalize attorney time entries; monitor deadlines; reconcile corporate credit card statements; and process expense reports.
• Court Filings, Docketing, and Litigation Support
  Maintain working knowledge of state and federal court and agency filing procedures. Coordinate court filings, transcript requests, and litigation searches. Submit docketing requests and maintain tickler systems in coordination with the Docket Coordinator. Track case and motion deadlines in accordance with applicable rules and follow up with attorneys and paralegals as needed.
• Calendaring, Meetings, and Travel Coordination
  Maintain attorneys’ Outlook calendars, schedule meetings, court appearances, and appointments, and provide reminders. Arrange complex domestic and international travel, including flights, hotels, transfers, itineraries, and visa documentation, and proactively manage last-minute changes.
• Document Management, Filing, and Records Coordination
  Organize and maintain client and administrative files in both electronic and paper formats, including iManage. Ensure documents are saved to appropriate work spaces with accurate metadata.
• Contact Management and Client Relationship Support
  Maintain attorney contacts in the Firm’s client relationship management system (Inter Action). Enter activity notes related to meetings, events, and marketing efforts, and assist attorneys with basic Inter Action and Outlook integration questions.
• Office, Mail, and Reception Support
  Open and distribute incoming mail and coordinate outgoing deliveries via mail, courier, or overnight services. Perform and/or coordinate copying, scanning, printing, and bindery services, including large projects with Office Services.
• Team Collaboration and Backup Support
  Actively participate as a member of the Legal Administrative Assistants team by supporting attorneys and colleagues as needed. Coordinate coverage with backup team members, maintain awareness of shared deadlines, and assist with team-based projects.

Required

Skills and Abilities

• 3 + years of experience supporting attorneys, executives, or managers preferred.
• College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite) (strongly preferred), Inter Action (contacts), Adobe Suite (or equivalent software).
• Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.
• Exceptional organizational and time-management skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent…