What are the responsibilities and job description for the Administrative Assistant position at Kennedys?
We are seeking a detail-oriented and proactive Administrative Assistant to support our Florida team with electronic document processing and general administrative functions. This role is primarily focused on document management and e-filing, while also providing as-needed administrative and operational support to Legal Assistants, Paralegals, and office operations to ensure continuity of workflow during high-volume periods. This role will be in office 5x a week.
Responsibilities
Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.
*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.
Responsibilities
- Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter and subfolder
- Review legal and administrative materials to determine appropriate filing locations
- Distribute incoming electronic mail and documents to assigned attorneys
- Ensure documents are filed promptly and are accessible where and when they are needed
- Maintain electronic files, ensuring they are consistently updated and well organized
- Draft response documents for attorney review and completion, following established firm formatting standards (discovery shells, etc) on a supplemental basis, provide general administrative support to Legal Assistants and Paralegals, including backup calendaring support when needed and subpoena follow ups with providers.
- Assist with case-related administrative tasks during high-volume periods
- Support office operations by packaging and shipping mail and checks as needed as well as printing and filing jobsProvide limited facilities support as needed to maintain smooth day-to-day operations
- Identify and flag discrepancies in captions, service lists, or filed documents for attorney review
- Experience with state, federal, and Virgin Islands filings is a plus
- Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook (iManage experience is a plus)
- Experience drafting or reviewing legal documents
- Strong organizational skills and meticulous attention to detail
- Ability to manage time effectively and deliver high-quality work
- Proven discretion with confidential information
- Self-starter with the ability to work both independently and collaboratively
- Resourceful, proactive, and capable of anticipating needs and solving problems
- Strong communication skills, both written and verbal
- Openness to feedback and a willingness to continue learning and growing in the role
Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.
*where a level of experience is indicated, this is a guideline only and represents the amount of time we would usually expect a candidate to accumulate the requisite level of experience. This does not preclude applications from candidates with more or less experience.