The Legal Administrative Assistant provides high-level secretarial and administrative support to a team of legal professionals, ensuring effective office procedures and workflow. This role is essential in managing complex tasks, maintaining confidentiality, and fostering a collaborative work environment. The successful candidate will exhibit exceptional organizational and communication skills, alongside a proactive approach to managing tasks and deadlines.

Responsibilities: 

• Provide detailed and high-level secretarial and administrative support to a team of 2 or 3 Legal Administrative Assistants (LAAs).
• Coordinate and maintain effective office procedures and workflow; comply with Firm policies and procedures.
• Establish and maintain harmonious working relationships; foster teamwork and cooperation.
• Mentor and provide guidance to assigned LAAs, sharing knowledge and best practices.
• Provide coverage for other LAAs and volunteer for overflow work when needed.
• Schedule client meetings, reserve conference rooms, and coordinate audio-visual equipment and food needs via CovReservations.
• Coordinate all aspects of lawyers’ travel arrangements (domestic and international), prepare itineraries, and process travel reimbursements.
• Maintain Outlook calendars and monitor crucial due dates for lawyers.
• Utilize iManage document management system for all matter-related documents.
• Establish and maintain records in a searchable electronic format; file hard copy data as needed.
• Use Records Management System for file storage and retrieval; update subscription books as required.
• Monitor and manage lawyers’ incoming emails and phone calls; assist visitors as needed.
• Type, revise, and proofread correspondence, memos, legal documents, and reports.
• Maintain accurate records of documentation and client billing matters; prepare New Business Matter and update client/matter codes.
• Maintain lawyers’ time in Intapp Time; proofread and submit time to Accounting.
• Prepare client billing as required; follow through on all billing matters.
• Maintain an appropriate sense of urgency and complete work assignments within deadlines.
• Create and maintain up-to-date lawyer preference information.
• Notify LAA Administration WA and Floor Coordinator about availability and planned time off.
• Submit timesheets and request pre-approved overtime as necessary.
• Participate in the Legal Administrative Assistants Certification Program.
• Perform other duties as assigned for the efficient functioning of the Department.

This is a hybrid position with a salary between $70K to $101k depending on experience.

Qualifications

• High School diploma required; college education strongly encouraged.
• Prior secretarial/administrative work experience essential.
• Excellent written and verbal communication skills.
• Excellent interpersonal and organizational skills.
• High attention to detail and ability to multi-task in a fast-paced environment.
• Ability to prioritize, coordinate work, and manage workflow.
• Ability to maintain confidential information.
• Ability to think critically and analytically under pressure.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), iManage Work 10, Intapp Time, Intapp, OPEN, Chrome River.
• Equipment familiarity: Computer, duplicating machines, scanners.

For immediate consideration please email mmercer@nri-staffing.com