Legal Administrative Assistant

$70,000 - $101,000/Yr

Nri - Washington, DC

Full-time

Hybrid - Washington, DC

Professional, Scientific, and Technical Services

About the position

The Legal Administrative Assistant provides high-level secretarial and administrative support to a team of legal professionals, ensuring effective office procedures and workflow. This role is essential in managing complex tasks, maintaining confidentiality, and fostering a collaborative work environment. The successful candidate will exhibit exceptional organizational and communication skills, alongside a proactive approach to managing tasks and deadlines. This position is crucial for the smooth operation of the legal team, requiring a detail-oriented individual who can handle multiple responsibilities efficiently. In this role, the Legal Administrative Assistant will be responsible for coordinating and maintaining effective office procedures and workflow while complying with firm policies and procedures. Establishing and maintaining harmonious working relationships is key, as the assistant will foster teamwork and cooperation among colleagues. The assistant will also mentor and provide guidance to assigned Legal Administrative Assistants (LAAs), sharing knowledge and best practices to enhance team performance. The position involves scheduling client meetings, reserving conference rooms, and coordinating audio-visual equipment and food needs. Additionally, the assistant will coordinate all aspects of lawyers' travel arrangements, prepare itineraries, and process travel reimbursements. Maintaining Outlook calendars and monitoring crucial due dates for lawyers is also a critical part of the role. The assistant will utilize the iManage document management system for all matter-related documents and establish and maintain records in a searchable electronic format. Other responsibilities include managing incoming emails and phone calls, assisting visitors, typing, revising, and proofreading correspondence, memos, legal documents, and reports. The assistant will maintain accurate records of documentation and client billing matters, prepare New Business Matter, and update client/matter codes. Maintaining lawyers' time in Intapp Time, proofreading, and submitting time to Accounting, as well as preparing client billing as required, are also essential tasks. The assistant will need to maintain an appropriate sense of urgency and complete work assignments within deadlines, while also creating and maintaining up-to-date lawyer preference information. This position requires participation in the Legal Administrative Assistants Certification Program and performing other duties as assigned for the efficient functioning of the Department.

Responsibilities

• Provide detailed and high-level secretarial and administrative support to a team of 2 or 3 Legal Administrative Assistants (LAAs).
• Coordinate and maintain effective office procedures and workflow; comply with Firm policies and procedures.
• Establish and maintain harmonious working relationships; foster teamwork and cooperation.
• Mentor and provide guidance to assigned LAAs, sharing knowledge and best practices.
• Provide coverage for other LAAs and volunteer for overflow work when needed.
• Schedule client meetings, reserve conference rooms, and coordinate audio-visual equipment and food needs via CovReservations.
• Coordinate all aspects of lawyers' travel arrangements (domestic and international), prepare itineraries, and process travel reimbursements.
• Maintain Outlook calendars and monitor crucial due dates for lawyers.
• Utilize iManage document management system for all matter-related documents.
• Establish and maintain records in a searchable electronic format; file hard copy data as needed.
• Use Records Management System for file storage and retrieval; update subscription books as required.
• Monitor and manage lawyers' incoming emails and phone calls; assist visitors as needed.
• Type, revise, and proofread correspondence, memos, legal documents, and reports.
• Maintain accurate records of documentation and client billing matters; prepare New Business Matter and update client/matter codes.
• Maintain lawyers' time in Intapp Time; proofread and submit time to Accounting.
• Prepare client billing as required; follow through on all billing matters.
• Maintain an appropriate sense of urgency and complete work assignments within deadlines.
• Create and maintain up-to-date lawyer preference information.
• Notify LAA Administration WA and Floor Coordinator about availability and planned time off.
• Submit timesheets and request pre-approved overtime as necessary.
• Participate in the Legal Administrative Assistants Certification Program.
• Perform other duties as assigned for the efficient functioning of the Department.

Requirements

• Exceptional organizational and communication skills.
• Proactive approach to managing tasks and deadlines.
• Ability to maintain confidentiality and manage complex tasks.
• Experience in a legal or administrative support role is preferred but not mandatory.

Nice-to-haves

• Experience with iManage document management system.
• Familiarity with Intapp Time for time management.
• Previous experience in a law firm environment.

Benefits

• Hybrid work environment.
• Competitive salary between $70K to $101K depending on experience.
• Equal opportunity employer with a commitment to diversity.