Legal Administrative Assistant

About the position

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.

Responsibilities

• Review and adhere to General Counsel Guidelines for billing and accounting.
• Open new client and/or matter numbers; perform conflict checks; provide monthly bills for attorney review.
• Make appropriate transfers, write-offs, and corrections; apply retainers on account fees and account disbursements for third-party billings.
• Handle special billing requests from clients, copy, mail and forward copies of finalized bills to Accounting Department.
• Maintain billing files; act as liaison with Accounting Department on past due receivables.
• Coordinate with other Legal Administrative Assistants on bills managed by other attorneys.
• Enter and/or review and finalize attorneys’ time entries in Firm’s time management system.
• Maintain time entry deadlines and coordinate the timely submission of attorney hours.
• Prepare and reconcile monthly corporate credit card statements for assigned attorneys.
• Process expense reports and obtain Firm checks or petty cash, as required.
• Process and format Word and Excel documents using prescribed Firm formats.
• Perform processes associated with court services, including filing, requesting transcripts and litigation searching.
• Prepare basic documents in PowerPoint as needed and assist attorneys with PowerPoint presentations.
• Proofread all documents to ensure accuracy of copy, grammar, punctuation, and syntax.
• Ensure all documents are properly saved to appropriate workspaces within the Firm’s document management system.
• Open and promptly distribute incoming mail and arrange for the appropriate delivery of documents.
• Set up and maintain client, work, chronological, pleading, and personal files.
• Coordinate conference room scheduling and office reservations as needed.
• Maintain Outlook calendar for attorneys, provide reminders, schedule meetings, and court appearances.
• Coordinate docketing requests with Docket Coordinator and maintain tickler system.
• Maintain knowledge of procedures for filing with state and federal courts and agencies.
• Coordinate extensive national and international travel arrangements.
• Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed.
• Maintain attorney contacts in the Firm’s client relationship management system.
• Participate as an active member of the Legal Administrative Assistants’ team.
• Direct telephone calls on general number; meet and greet clients and visitors in reception area.
• Provide overflow services as requested and perform other duties as assigned.

Requirements

• 3 to 8 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), InterAction (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 attention to detail and efficiently meet deadlines.
• Excellent oral and written communication, analytic, and problem-solving skills.
• Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach.
• Availability to work overtime as requested.
• Ability to lift up to 30 pounds (full banker box weight).