Legal Administrative Assistant

Alliance Defending Freedom - Lansdowne, VA

Full-time - Entry Level

Lansdowne, VA

Professional, Scientific, and Technical Services

About the position

Alliance Defending Freedom is seeking a highly organized and focused Legal Administrative Assistant to join our team in Lansdowne, VA. This role is essential to the US Legal Advocacy Team, where you will assist assigned team members with a variety of administrative tasks. As a Legal Administrative Assistant, you will manage clerical responsibilities and projects under direct supervision, ensuring smooth operations within the department and effective communication with other departments. Your responsibilities will include proofreading documents to ensure grammatical accuracy and proper sentence structure, preparing binders for attorneys, and maintaining case file information in our Litigation database. You will also be responsible for managing documents in an electronic document management system, preparing correspondence to clients, courts, and other attorneys, and filing basic court documents through traditional methods or via CM/ECF. In addition to these tasks, you will prepare basic form documents such as pro hac vice motions and court admissions paperwork, coordinate travel itineraries, reconcile purchase card expenses, and manage administrative needs like office supplies and IT support. Your role will also involve faxing, scanning, copying, and collating legal documents, as well as preparing shipping labels and packages. You will create and edit presentations, memos, reports, and organizational charts, manage Outlook calendars for assigned attorneys, and coordinate meetings and events. This position may also require you to serve as a backup for other assistants and perform related duties or special projects as assigned. The ideal candidate will possess strong administrative skills, time management abilities, and proficiency in Microsoft Office, along with excellent organizational and communication skills.

Responsibilities

• Manage a variety of clerical responsibilities and projects with direct supervision
• Work and communicate with team members in the department and with other departments
• Proofread documents and review grammar and sentence structure
• Prepare binders for attorneys, such as pleadings binders and research notebooks
• Maintain case file information in the Litigation database
• Maintain documents in an electronic document management system
• Prepare correspondence to clients, courts, and other attorneys
• File basic court documents either by traditional methods or via CM/ECF
• Prepare basic form documents such as pro hac vice motions, court appearances, and court admissions paperwork
• Prepare and coordinate travel itineraries
• Reconcile purchase card expenses and prepare vouchers to submit invoices for payment
• Maintain and manage administration needs (i.e., office supplies, IT support, etc.)
• Fax, scan, copy, and collate legal documents and exhibits
• Prepare UPS/FedEx shipping labels, packages, and letters
• Create and edit presentations, correspondence, memos, reports, graphs, organizational charts, and faxes
• Create, maintain, and organize hard copy files
• Manage Outlook calendar for assigned attorneys
• Coordinate meetings, events, and office lunches
• Serve as backup for other assistants

Requirements

• 1-3 years of legal administrative experience preferred
• Strong administrative skills
• Strong time management skills
• Strong computer skills, including experience with Microsoft Office (Word, Excel, Outlook)
• Excellent organizational skills
• Excellent verbal, written, and interpersonal communication skills
• Ability to anticipate the needs of assigned team members
• Ability to professionally handle confidential information
• Ability to make sound decisions under demanding conditions
• Ability to learn and apply other software applications

Benefits

• 401(k) matching
• Dental insurance
• Dependent care reimbursement
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off (PTO) that starts accruing from hire date
• 11 paid holidays per year