Description
Our busy legal firm is looking for a legal assistant to help our attorneys and paralegals assist our clients and ensure we're operating with excellence for our clients. You'll assist with the preparation of legal documents, and handle all office correspondence including answering phone calls and emails, arranging meetings and travel, and reminding the team of upcoming deadlines. If you have experience in a law firm environment, work well under pressure, and are looking for a rewarding opportunity in the legal industry, we want to connect with you. You must be able to multi-task, think on your feet, take initiative, and be extremely organized.
Responsibilities
Client Focused Tasks
Interact with clients and build relationships with them by phone, email, and, face-to-face in person
•Providing better communication with clients
•Strengthening the relationship between the client and the firm
Schedule client calls and meetings
•Assuring that the attorneys' calendars are accurately maintained and organized in a logical and efficient manner
Interact with the courts and administrative agencies regarding hearings, motions, and, other appearances
•Becoming the courts' primary point of contact with the firm for all administrative and scheduling issues
Prepare and send bills to clients
Attorney Focused Tasks
Prepare and ensure the execution of engagement agreements as directed by the owner
•Combining the standard language in the engagement agreement with the attorneys' instructions that customize the agreement
•Ensuring that the client receives the engagement agreement and that they execute it and return it to the firm
Keep attorneys' calendars and send reminders
•Assuring that the attorneys' calendars are accurately maintained and organized
•Assuring that the attorneys' work-days are organized in a logical and efficient manner
Retrieve and deliver assigned attorneys' voicemails and ensure that copies are included in the firm's client files (paper and/or electronic)
Manage the Attorneys' mail
•Retrieve, date stamp, and open mail for assigned attorneys
Prepare and send legal correspondence as directed by attorneys
•Put documents keyboarded initially by attorneys into final form, ready for delivery to courts, clients, co-counsel, and opposing counsel
Draft non-legal correspondence
•Communication with the firm's bankers, suppliers, Landlords, and others
Organize the attorneys' files
•Assure that the attorney has all of the relevant materials ready for in-office meetings, court, or other off-site meetings
Administrative Tasks
•Enter Attorneys' time and billing data
•Set up and manage new client and firm files
•Make copies/scans documents
•Assist with Policies and Procedures
•Arrange travel, schedule meetings and appointments for the team, such as depositions, and coordinate with outside vendors for events
•Take care of administrative tasks and office correspondence by answering phone calls and emails, communicating with opposing attorney offices, taking dictation, and informing the team of upcoming deadlines
•Accept other administrative tasks as needed to assist the team and ensure the firm runs smoothly
•Work with attorneys and paralegals to create various legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when requested
•Conduct legal research, when necessary, with guidance from attorneys and paralegals
Qualifications
•Must be comfortable with technology, CRM, and work within deadlines.
•Organizational skills and communication skills are necessary for this position
•Minimum 1-2 years of experience in a law firm or office environment as an administrative assistant or secretary
•High school diploma or equivalent is required; associate's degree is a plus
•Candidates must have worked with legal software, case management, and docketing programs
•Candidates should be able to type at least 50 words per minute
•Comfortable working with all Microsoft Office products