Legal Administrative Assistant / Receptionist

Objective: The Legal Administrative Assistant / Receptionist is responsible for providing administrative support to our paralegals and reception duties, managing office supplies and additional administration as detailed below. This position is designed for a highly motivated individual who excels in a fast paced, entrepreneurial environment that values top-quality work and positive contributions to the workplace.

Essential Functions

Legal Admin Duties:

• Obtain and circulate docket sheets from the appropriate Court’s website (i.e. pre-litigation)
• Obtain and circulate legal/case-related articles and opinions
• Complete the transmittal of enclosure letters (i.e. creation of UPS/FEDEX, labels, priority mail labels)
• Print out and distribute documents as requested by paralegals
• Assist with scanning and saving documents into firm’s document management system
• Revise charts used for internal purposes (i.e. templates, list of mediators/judges)
• Update case contact lists
• Obtain and prepare exhibits for court or arbitration filings
• Maintain internal filing and file hard copy legal documents
• Provide additional support including but not limited to handling outgoing mail, saving and circulating internal mail, scanning, copying, binder creation and breakdown, and faxing
• Word processing, data input, and other legal support tasks

Reception Duties:

• Greet clients, vendors and guests upon arrival
• Answer office general telephone line during business hours
• Manage incoming/outgoing mail
• Office-related errands (Fed Ex, UPS, Wellness Shopping)
• For all meetings and events, order lunch and/or provide meal vouchers
• Provide parking vouchers for visitors

Facilities:

• Maintains daily order of:
• Conference Rooms, including:
• pre-meeting set-up and post-meeting cleanup
• set up computer and projector for virtual meetings and in-office presentations
• facilitate reservations and use of conference room
• Copy Room/Office Supply Area
• Reception Area
• Kitchen/breakroom Area, including ensuring it is kept clean and tidy; run dishwasher as needed; put clean dishes away
• Breakdown of boxes and other large items for disposal as needed
• Maintain organization of supply closets/cabinets
• Provide local support for marketing meetings and events including printing materials and preparing binders

Inventory management:

• Track Inventory on a weekly basis; proactively order supplies to ensure the firm doesn’t run out of needed items
• General Office Supplies (printer ink, pens, paper, etc.)
• Litigation supplies (exhibit tabs, red wells, etc.)
• Kitchen Supplies – Coffee, water, snacks, wellness items
• Keep printers stocked with paper and change printer cartridges, when needed

Skills Required:

• At least 1 year of experience as a legal assistant or 2 years of administrative experience
• Understanding of office procedures, litigation processes and related requirements preferred
• Excellent grammar and proofreading skills
• Strong attention to detail
• Ability to multi-task, plan, and work in a fast-paced environment while taking direction from multiple paralegals with high expectations of performance
• Highly organized
• Excellent communication skills
• Intermediate to advanced skills in MS Word, Outlook, Excel and PowerPoint
• Must work well with a team
• Must be able to work independently, be a self-starter and take initiative

Salary Range: $60k – 65k

The Firm is providing this good-faith salary range to comply with applicable law. The applicant’s final salary will depend on a number of factors, including the applicant’s skills and years of experience.

Performance and Hours-Based Bonuses: This position is also eligible for an annual discretionary performance-based bonus (percentage of salary).

Benefits: This position is eligible for many additional benefits, including paid time off, sick time, medical and dental benefits, 401K contribution (and matching).