Legal Administrative Assistant
Qualifications:

• High School diploma required; college education strongly encouraged.
• Essential prior experience in secretarial/administrative work.
• Excellent written and verbal communication skills.
• Strong interpersonal and organizational skills.
• High attention to detail and ability to multitask in a fast-paced environment.
• Proficient in prioritizing and coordinating work.
• Ability to maintain confidentiality.
• Skilled in managing workflow and delegating projects as needed.
• Capable of handling multiple tasks and meeting deadlines.
• Proficient in critical and analytical thinking, especially in high-pressure situations.
• Effective communication with staff at all levels within the organization.
• Ability to work productively and cooperatively with other employees.
• Willingness to continuously learn new skills as necessary.

Equipment:

• Computer
• Duplicating machines
• Scanners

Systems:

• iManage Work 10
• Microsoft 365 (Outlook, Word, Excel, PowerPoint)
• Intapp Time
• Intapp OPEN
• Chrome River

Duties and Responsibilities:

• Provide detailed and high-level secretarial and administrative support within a team of 2 or 3 Legal Administrative Assistants (LAAs).
• Coordinate and uphold effective office procedures and workflow, adhering to Firm policies and procedures, fostering harmonious working relationships, and promoting teamwork and cooperation.
• Collaborate effectively with other LAAs within the assigned team, offering occasional coverage to fellow LAAs and volunteering for overflow work assignments when feasible. Must be adaptable to a shared workspace and accessible to lawyers and other LAAs.
• Mentor and share knowledge with assigned LAA incumbents, providing guidance on Firm policies and procedures, and leading by example.
• Schedule client meetings, reserve conference rooms, coordinate audiovisual equipment, and arrange food needs via CovReservations. Register Firm guests with Security/Client Services.
• Coordinate all aspects of lawyers’ travel arrangements (domestic and international), prepare travel itineraries, process travel reimbursements promptly, maintain Outlook calendars, and monitor crucial due dates for lawyers.
• Organize, coordinate, and disseminate relevant information to other team members.
• Monitor lawyers’ incoming emails as directed, answer phones, direct callers, receive and assist visitors as required.

• Type, revise, and proofread general correspondence, memos, legal documents, reports in Excel, etc., sourced from various inputs (e.g., handwritten notes, tape dictation). Prepare draft communications outlined by lawyers as necessary, ensuring accuracy and clarity in a timely manner.
• Utilize iManage document management system as a central repository for all matter-related documents.
• Establish and maintain records of documentation in searchable electronic format, with hard copies used only when necessary. File hard copy data and documents promptly, retrieving information from storage as needed. Send paper files to storage periodically and utilize Records Management System for processing files.
• Input lawyers’ time into Intapp Time, proofread and submit finalized time to Accounting daily (unless otherwise directed by client). Maintain knowledge of client billing requirements and prepare client billing as necessary. Manage New Business Matter and update client/matter codes list. Address all client billing matters promptly.
• Complete all work assignments within agreed-upon deadlines, maintaining a sense of urgency as necessary.
• Create and maintain updated lawyer preference information supported by the assigned team, reflecting specific instructions and expectations.
• Notify LAA Administration WA and Floor Coordinator of arrival each morning via email, providing any necessary information. Inform LAA Administration WA and Floor Coordinator of availability to assist with overflow work.

• Coordinate planned time out of the office (PTO) with team members before submitting requests to LAA Supervisor via Workday for approval.
• Submit timesheets for approval promptly. All overtime must be pre-approved by Legal Administrative Assistants Services Manager and/or Legal Administrative Assistants Supervisor.
• Mandatory participation in the Legal Administrative Assistants Certification Program.
• Ensure timely and regular attendance.
• Perform other duties as necessary and assigned by your supervisor to ensure efficient functioning of the department.