Legal Administrative Assistant

Profile

Join a highly dedicated and valued administrative team that delivers impeccable and sophisticated professional services to internal and external clients.
Become a member of a highly dedicated administrative team that delivers impeccable and sophisticated professional services to internal and external clients. Be amenable to performing a variety of senior administrative support duties, including support to a team of attorneys, including high-level shareholders in a very fast-paced and deadline-oriented environmental law practice. This position requires advanced knowledge of Elite, MS Word, court processes and procedures, e-filing support, and other legal office software. Manage multiple projects, including heavy billing, while maintaining effective and courteous communication with senior-level internal and external clients, staff, and peers. Backup and support team members of the secretarial teams, as well as the reception desk when needed.
Duties and Responsibilities
Administrative Duties
On a daily or weekly basis, enter attorneys’ time into the Firm’s accounting system and review entries made into InTapp Time system. Advanced experience in using Elite is required. Maintain time entry deadlines and coordinate the timely submission of attorney hours.
Coordinate with other legal administrative assistants on bills managed by other attorneys. Print pro-forma client bills. Review, edit, and correct bills in draft form as generated by the billing system (Elite).
Reconcile monthly Visa bills for assigned attorneys. Process expense reports and obtain Firm checks or petty cash as required.
Make extensive national and international travel arrangements and manage multiple and simultaneous itineraries and calendars. Receive, screen, and transfer/forward telephone calls. Provide messages to the appropriate individuals.
Open and promptly distribute incoming mail. Date stamp if requested. Check out-box periodically throughout the day and process materials appropriately.
Coordinate meetings, appointments, and conferences. Schedule conference rooms, arrange meal service, and prepare necessary materials. Coordinate set-up for and clean-up after meetings with Office Services staff.
Maintain calendar for attorney. Remind attorney of responsibilities in advance of commitments.
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.
Arrange for the appropriate delivery of documents through the mail, overnight delivery, or messenger services. Transmit faxes. Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed.
Maintain knowledge of procedures for filing with state and federal courts and agencies.
Make photocopies as requested. Create and convert documents to and from PDF and Word formats. Review results for accuracy and completeness. Coordinate with office services of outside vendors for large jobs.
Set up and maintain client, work, chronological, pleading, and personal files, including electronic files in iManage. Coordinate transfer of inactive or closed files to Records Coordinator or offsite storage facilities. Maintain a computerized index of all files in the Firm’s standard format.
Maintain attorney contacts in the InterAction client relationship management system, including entering a significant number of new contacts. Identify and update outdated contact information and merge duplicate contacts. Input 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). Coordinate with backup support when out of the office or unable to complete assigned projects. Maintain awareness of all tasks and deadlines related to projects farmed out to other support staff.
Document Production
Process and format Word and Excel documents, using prescribed Firm formats. Includes 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).
Proofread all documents (both draft and final) to ensure accuracy of copy, grammar, punctuation, and syntax as well as conformance to Firm formats.
Ensure all documents are properly saved to appropriate workspaces within the document management system. Verify tasks are completed, check for accuracy, and ensure that the appropriate metadata cleansing has been applied.
Prepare correspondence for attorney review.
Other
Provide relief at the reception desk when necessary.
Provide overflow services as requested by Human Resources or other team members.
Be available to work overtime in the evening or on weekends as requested.
Participate as an active member of the Legal Administrative Assistants’ team and support fellow team members as needed.
Maintain advanced knowledge of MS Word, Outlook, PowerPoint, Elite (accounting), InterAction (contacts), and other programs needed to accomplish job objectives.
Other duties as assigned.
Skills and Experience
Requirements
College graduate with a Bachelor’s degree or equivalent legal administrative experience in a law firm environment.
Proficiency in MS Office, Excel, Adobe Suite, and PowerPoint.
Strong attention to detail. Ability to prioritize, organize workflow, and use time efficiently.
Adapt to ever-changing work priorities.
Excellent communication (oral and written), analytic and problem-solving skills.
Preferred
3-5 years of experience supporting attorneys.
The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular person. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
For more information or to apply, please email Teresa Saulsby
, Administrative & Business Services Director.

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