We are looking for a Legal Administrator provides essential support to legal teams by managing administrative tasks such as scheduling appointments, organizing legal documents, and maintaining client files. Responsibilities include drafting correspondence, preparing legal forms, assisting with case preparation, and handling client communication. The role also involves managing office supplies, coordinating meetings, and ensuring compliance with legal procedures and deadlines. Strong organizational, communication, and attention to detail skills are key to success in this position.

Duties and Responsibilities:

• Provide high-level secretarial and administrative support to a team of 2-3 Legal Administrative Assistants (LAAs).
• Coordinate office procedures and workflow to ensure efficiency, compliance with Firm policies, and maintain a harmonious working environment that fosters teamwork and cooperation.
• Work closely with other LAAs within the team, provide occasional coverage for others when needed, and volunteer for overflow work as time permits. Collaborate in a shared workspace and remain accessible to both lawyers and other LAAs.
• Mentor and share knowledge with assigned LAA incumbents, offering guidance on Firm policies and procedures. Lead by example to ensure best practices are followed.
• Schedule client meetings, reserve conference rooms, and coordinate audio-visual equipment and food needs via CovReservations. Register Firm guests with Security/Client Services.
• Coordinate all aspects of lawyers' domestic and international travel arrangements, prepare travel itineraries, monitor and process travel reimbursements, and manage Outlook calendars, ensuring important due dates are met.
• Organize and communicate pertinent information effectively within the team.
• Monitor incoming emails for lawyers as directed, answer phones, direct callers, and assist visitors as required.
• Type, revise, and proofread correspondence, memos, legal documents, and reports (in Excel, etc.) from various sources. Ensure timely and accurate completion of all work products.
• Effectively use the iManage document management system for storing matter-related documents.
• Maintain records in a searchable electronic format, file hard copies when necessary, and handle document retrieval and storage as required.
• Track and submit lawyers' time in Intapp Time, proofread and submit finalized time to Accounting daily, and handle client billing as required. Prepare New Business Matter and update client/matter codes.
• Maintain a sense of urgency and meet all work deadlines.
• Create and maintain up-to-date lawyer preference information, reflecting specific instructions and expectations.
• Notify LAA Administration WA and Floor Coordinator of arrival each morning via email, providing any pertinent information. Also, notify of availability to assist with overflow work.
• Coordinate planned time off (PTO) with team members and submit requests for approval in Workday. Submit timesheets promptly for approval. All overtime must be pre-approved by the Legal Administrative Assistants Services Manager or Supervisor.
• Participate in the Legal Administrative Assistants Certification Program as required.
• Maintain regular and timely attendance.
• Perform other duties as assigned by your supervisor to support the efficient functioning of the department.

Qualifications:

• High School diploma required; college education strongly encouraged.
• Prior secretarial/administrative experience essential.
• Excellent written and verbal communication skills.
• Strong interpersonal and organizational skills.
• High attention to detail with the ability to multi-task in a fast-paced environment.
• Ability to prioritize, coordinate work, and manage deadlines effectively.
• Ability to maintain confidentiality.
• Capable of managing workflow and delegating projects as needed.
• Critical thinking and analytical skills, especially in pressured environments.
• Ability to communicate clearly and effectively with staff at all levels.
• Strong ability to work collaboratively and productively with colleagues.
• Willingness to continuously learn new skills as necessary.