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, and conducting legal research to support cases and 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.

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, and conducting legal research to support cases and 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.

Administrative Duties

1. 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, i.e., travel detail, special billing formats; 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. 

2. Time Entry and Expense Reports. On a daily or weekly basis, enter and/or review 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.

3. Document Production. Process and format Word and Excel documents using prescribed Firm formats, including comparisons, conversions, merges, creation of tables of contents/authorities, etc. Perform processes associated with court services, including filing, requesting transcripts and litigation searching. Prepare basic documents in PowerPoint as needed. Assist attorneys with PowerPoint presentations, including basic graphic enhancements (e.g., SmartArt, graphs/charts, inserting images from Firm pre-licensed image library). 

4. Proofreading. Proofread all documents (both draft and final) to ensure accuracy of copy, grammar, punctuation, and syntax as well as conformance to Firm formats. Prepare correspondence and email drafts for attorney review.

5. Document Management. Ensure all documents are properly saved to appropriate workspaces within the Firm’s document management system. Verify tasks are completed, check for accuracy, and ensure that the appropriate metadata cleansing has been applied. 

6. Mail. Open and promptly distribute incoming mail and date stamp, if requested. Check out-box periodically throughout the day and process materials appropriately. Arrange for the appropriate delivery of documents through mail, facsimile, overnight delivery or messenger services.

7. Filing. Set up and maintain client, work, chronological, pleading, and personal files, including electronic files on the Firm’s DMS (iManage). Coordinate transfer of inactive or closed files to Records Coordinator or offsite storage facilities. Maintain computerized index of all files in the Firm’s standard format.

8. Meeting Preparation. Coordinate meetings, appointments, and conferences. Schedule conference rooms, arrange catering service, and prepare necessary materials. Coordinate set-up and clean-up before and after meetings.

9. Calendaring. Maintain Outlook calendar for attorneys, provide reminders, schedule meetings, and court appearances, as necessary.

10. Docketing. Coordinate docketing requests with Docket Coordinator. Maintain tickler system and follow up on requests made by attorneys, paralegals, and clients. Docket case and motion schedules per local, state, and federal rules.

11. Court Filings. Maintain knowledge of procedures for filing with state and federal courts and agencies.

12. Travel Arrangements. Coordinate extensive national and international travel arrangements by securing end to end arrangements including flights, hotels, transfers, itineraries, and any necessary visa documentation. Promptly handle unexpected travel changes in a proactive and efficient manner. 

13. Photocopying.  Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed. Create and convert documents to and from PDF and Word formats. Review results for accuracy and completeness. Coordinate large copy requests with Office Services.

14. Contact Management System. Maintain attorney contacts in the Firm’s client relationship management system (InterAction), including entering a significant number of new contacts. Identify and update outdated contact information and merge duplicate contacts. Enter notes and activities as appropriate for each contact (e.g., meetings, events, marketing activities). Add and remove attorney contacts to Firm distribution lists. Assist attorneys with basic questions about InterAction, including InterAction for Microsoft Outlook (IMO). 

15. Team Support. Participate as an active member of the Legal Administrative Assistants’ team and proactively support team members and their attorneys as needed. Coordinate with back-up support team members when out of the office or unable to complete assigned projects. Maintain awareness of all tasks and deadlines related to projects assigned to other support staff.

16. Reception Duties:  Direct telephone calls on general number; meet and greet clients and visitors in reception area; ensure building specific access processes and policies are enforced; coordinate meetings/conferences including scheduling conference room, arrange meal service and set up and clean up; open and distribute incoming mail.  

Other

17. Provide overflow services as requested.

18. Perform other duties as assigned.

1. 3 to 7 years of experience supporting attorneys, executives, or managers preferred.

2. College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment.

3. Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite), InterAction (contacts), Adobe Suite (or equivalent software).

4. Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.

5. 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. 

6. Excellent oral and written communication, analytic, and problem-solving skills.

7. Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach.

8. Availability to work overtime as requested.

9. Ability to lift up to 30 pounds (full banker box weight).