LEGAL ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

General Purpose

Provide legal administrative assistant support to legal professionals (attorneys and

paralegals) in their daily activities and ensure smooth and efficient workflow.

Main job duties and responsibilities

• Assist attorneys and paralegals in preparing legal documents such as pleadings,

motions, and briefs.

• Organize and maintain electronic case files, documents, and other materials for trial

or other legal proceedings.

• Coordinate and manage attorney calendars, including scheduling appointments, court

appearances, and depositions.

• Communicate with clients, witnesses, and other parties involved in legal cases.

• Run conflict checks; set-up and maintain new client files.

• Draft and proofread correspondence, reports, and other legal documents.

• Perform administrative duties such as answering phones, electronic and physical file

maintenance.

• Review and edit, transfer and post time entries for assigned legal professionals.

• Review and edit bills; other assistance with billing.

• Assist with travel plans and expense reimbursement forms.

• Coordinate memberships and other details for assigned legal professionals.

• Be responsible for filing (electronically, but sometimes physically), pleadings with

federal and state courts and other administrative tribunals.

• Work scheduled hours covering reception area and answering general phone line.

• Implement and maintain office systems.

• Interact and work with other secretaries/paralegals regarding coverage, phones and

special projects.

• Prepare and edit PowerPoint presentations.

• Track and submit Continuing Education documentation for assigned attorneys.

• Assist with firm-sponsored events (such as seminars for clients), including planning,

registration, and set-up.

• Prepare responses to Requests for Proposals.

• Other Legal Administrative Assistant duties, as assigned.

• Maintain confidentiality of all legal and client information.

Requirements

• Relevant training or qualification.

• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.

• Knowledge and experience with relevant software applications (or similar) including

iManage Document Management software, Logikcull eDiscovery software, Coyote

Analytics, and PowerPDF. Adaptable and capable of easily learning new software

applications.

• Excellent written and verbal communication skills.

• Ability to work independently, manage multiple tasks, and meet deadlines.

• Strong attention to detail and organizational skills.

• Knowledge of administrative and clerical procedures.

• Excellent typing/data entry skills.

• Preferred:

o Working knowledge of litigation processes.

o Working knowledge of legal terminology.

o Knowledge of local, state and federal filing rules.

o Experience with electronic filing systems and legal research databases.

Key Competencies

• Positive attitude and demeanor.

• Consummate professional.

• Excellent with technology.

• Excellent oral and written communication skills.

• Attention to detail.

• Confidentiality.

• Excellent planning and organizing skills.

• Information management.

• High integrity.

• Mature judgment and decision-making.

• Outstanding customer-service orientation, with good judgment about how to respond to

clients – i.e., the client is ALWAYS right.

• Initiative.

• Reliability.

Reports to: Director of Finance & Administration and assigned Shareholders.