Legal Admin Assistant (Litigation)

$80,000 - $90,000/Yr

Ultimate Staffing - Arlington, VA

Full-time - Mid Level

Arlington, VA

Professional, Scientific, and Technical Services

About the position

The Legal Admin Assistant (Litigation) plays a crucial role in supporting the legal team by managing various administrative tasks and ensuring the smooth operation of legal processes. This position involves preparing essential legal documents such as summonses, complaints, and subpoenas, which are vital for the progression of cases. The Legal Admin Assistant serves as a key liaison between clients and attorneys, developing and monitoring cases while maintaining thorough documentation. This role also includes hiring, training, and supervising legal secretaries and other administrative support staff, ensuring that the team is well-equipped to handle the demands of the firm. In addition to document preparation, the Legal Admin Assistant is responsible for overseeing the day-to-day operations of the firm, which includes managing office supplies, maintaining budgets, and coordinating with technical support staff for office equipment. The position requires a proactive approach to digital operations, including cybersecurity measures to protect sensitive information. The assistant will also provide administrative and secretarial support, which encompasses scheduling meetings and depositions, answering phones, and maintaining both digital and physical records. The Legal Admin Assistant will enhance the effectiveness of attorneys by monitoring case progress and alerting them to any issues that require their attention. This role involves gathering case evidence and documentation, preparing files, and ensuring that all necessary information is accurately logged and filed. Building positive client relationships through effective communication is essential, as is maintaining confidentiality throughout all interactions. The assistant will also be responsible for overseeing billing and accounting functions, ensuring that all financial aspects of cases are managed efficiently. Continuous professional development is encouraged, with opportunities to participate in educational programs and stay updated on industry best practices.

Responsibilities

• Prepares legal documents, including summonses, complaints, and subpoenas.
• Serves clients and attorneys by developing and monitoring cases and documentation.
• Hires, trains, and supervises legal secretaries and other administrative support staff.
• Assigns paralegals and assistants to staff attorneys and cases.
• Inventories and orders office supplies.
• Serves as liaison with technical support staff for office equipment.
• Pays vendors, maintains facilities and office supply budget, and oversees other expenses necessary to the day-to-day operations of the firm.
• Oversees digital operations, including cybersecurity.
• Provides administrative and secretarial support.
• Develops cases by interviewing prospective clients and reviewing information.
• Prepares status reports and keeps clients informed of case progress.
• Oversees billing and other accounting functions.
• Gathers case evidence and documentation by preparing files and inputting information from records, statements, and other documentation.
• Files records and logs incoming mail.
• Enhances attorneys' effectiveness by monitoring case progress.
• Alerts staff lawyers of issues requiring their attention.
• Maintains contact with clients and opposing counsel.
• Contributes information to the legal team during case reviews.
• Concludes cases by verifying outstanding balances and preparing settlement documentation.
• Updates professional knowledge by participating in educational opportunities and reading professional publications.
• Builds positive client relationships through effective communication, establishing trust and maintaining confidentiality.
• Schedules meetings and depositions, answers phones, and maintains digital and physical records.

Requirements

• Proven experience as a legal administrative assistant or in a similar role within a law firm.
• Strong knowledge of legal terminology and procedures.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and legal management software.

Nice-to-haves

• Experience with billing and accounting functions in a legal setting.
• Familiarity with digital operations and cybersecurity measures.
• Ability to work independently and as part of a team.

Benefits

• Competitive salary ranging from $80,000 to $90,000 per year.
• Full-time employment with potential for career advancement.
• Opportunities for professional development and continuing education.