Legal Administrative Assistant / Legal Assistant

$41,600 - $41,600/Yr

Unclassified - Toledo, OH

Full-time - Entry Level

Remote - Toledo, OH

About the position

The Legal Administrative Assistant will support the Law Department by managing administrative tasks, ensuring efficient workflow, and maintaining professional communication. This role involves gathering legal materials, tracking deadlines, processing vendor requests, and preparing reports, all while upholding confidentiality and accuracy in documentation.

Responsibilities

• Assist in gathering materials, documents, and reports necessary for discovery and other legal inquiries.
• Track actions and deadlines and manage documents proactively.
• Handle incoming and outgoing correspondence (mail, email, fax, courier) using web-based systems.
• Process new vendor requests and update records through the Coupa SIM onboarding tool.
• Prepare check requisitions, ensuring adherence to accounting procedures and approvals.
• Review electronic invoices from law firms for compliance with billing guidelines.
• Respond to inquiries regarding invoice payments from law firms/vendors.
• Generate reports on case status, law firm rates, and budget tracking.
• Manage file systems in accordance with record retention guidelines.
• Prepare reports and presentations; organize training sessions for the Law Department.
• Ensure the Law Department upholds a professional image through prompt responses, quality documentation, and effective communication.
• Implement solutions and utilize technical information to improve workflow efficiency.
• Fulfill additional administrative tasks as needed.

Requirements

• High School diploma required; an Associate Degree in paralegal studies, business, communications, legal studies, or related field is preferred.
• At least 5 years of experience in an administrative assistant role within a law firm or corporate law environment.
• Strong verbal and written communication skills, with the ability to interact across diverse cultures.
• Excellent organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Strong knowledge of legal terminology and principles.
• High attention to detail and accuracy in work.
• Ability to maintain confidentiality with sensitive information.
• Proficient with MS Office Suite (Outlook, Excel, Word, PowerPoint, SharePoint, Teams, Box, and OneDrive).
• Experience with Thomson Reuters Legal Tracker e-billing and matter management software preferred.
• Willingness to learn and adopt new technologies.
• Strong teamwork and collaboration skills.
• A continuous improvement mindset focused on increasing process efficiency.

Nice-to-haves

• Experience with Thomson Reuters Legal Tracker e-billing and matter management software preferred.

Benefits

• Health Insurance
• Dental Insurance
• Vision Insurance