Job Summary/Scope:
Legal Administrative Assistants are expected to work comfortably under pressure with tight deadlines in a fast-paced environment. To ensure success, legal admins should be detail-oriented, exercise sound judgment and must have exceptional written and verbal communication skills with a keen interest in providing purposeful support to attorneys. This position will work with several attorneys at any given time and will need to work overtime, as needed.
Essential Duties and Responsibilities:
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
- Prepare legal documents and correspondence from draft to dictation to proofread the final product. Includes typing, styling, format conversion and cross-referencing documents
- Organize and maintain client files. Ensure client files are up-to-date and ready for quick access and reference
- Assist attorneys with organizing closings, including compiling/distributing closing books
- Attend meetings and take notes for attorneys in attendance
- Provide prompt telephone coverage, taking detailed messages in a professional and friendly manner, ensuring timely, courteous response to the caller’s requests
- Data enter attorney time entries into the billing system accurately and timely
- Process client invoices in a timely manner
- Maintain attorney schedule and calendar
- Maintain attorney-client contact lists
- Coordinate meeting and conference call logistics (schedules, notices, food, etc.), including distributing materials for the meeting in a timely manner
- Generate presentations for various speaking engagements using MS Suite platforms or preferred platforms communicated by the attorney
- Assist with attorney business development efforts
- Honor a high level of confidentiality and maintain records and systems in real-time to always ensure the accuracy, completeness and integrity of HMB data wherever stored
- Assist with projects
- Provide back-up support as needed
- Perform other duties as assigned
Education and Experience:
- Bachelor’s degree in business administration or a related field preferred
- Minimum 5 years in a law firm setting as a Legal Administrative Assistant, or any combination of education, training, and experience that demonstrates the ability to perform the duties of the position
- Prior work in a professional services field or law firm is required
Knowledge, Skills and Abilities
- Must demonstrate initiative and good judgment
- Unimpeachable integrity and personal ethics
- Ability to organize closings, including compiling/distributing closing books
- Advanced skills in proofreading, including attention to detail in grammar, spelling and punctuation usage
- Have a strong understanding of legal terminology
- Strong command of the English language, grammar and legal vocabulary to create and send professional court documents
- Ability to type 65 to 80 words per minute
- Ability to anticipate issues, challenges and needs
- Ability to systematically organize and catalog data and information
- Demonstrates accuracy and thoroughness and monitors work to ensure quality
- Proficient in scheduling and planning meetings
- Proficient in web-based research
- Ability to maintain and update electronic databases, resources and tools
- Excellent verbal and written communication skills with a demonstrated ability to craft solid written products
- Excellent client service skills with demonstrated ability to work with all staff
- Extremely well-organized with the ability to handle detailed work with accuracy
- Excellent time management skills with a proven ability to meet deadlines
- An effective and solution-oriented problem-solver
- Adaptable and able to adjust to shifting and changing priorities
- Ability to multi-task in a fast-paced environment and prioritize responsibilities
- Must have demonstrated ability to appropriately handle confidential and sensitive information
- Works well independently and as a strong and engaged collaborative team member
- Proficient with all Microsoft Office Suite programs
Physical Demands:
Individuals in this position must possess the physical and sensory ability necessary to safely and successfully perform all essential job functions and responsibilities.
The above statements are intended to describe the general nature of the position and the level of work to be performed. This is not an exhaustive list of all responsibilities, duties and skills required for the position.