Legal​/Administrative Assistant

SUMMARY

Reporting to the office Human Resources Manager/Office Administrator, Legal/Administrative Assistants provide secretarial and administrative support to the Office Administrator and assigned attorneys of the Firm. Position requires advanced secretarial skills, extensive experience, superior judgment and requires minimal supervision and assistance.

• Prepares and proofreads legal documents and correspondence from handwritten material, rough copy or machine dictation. When appropriate, edits documents for proper phrasing, and grammar to improve the flow of the message without altering the meaning. May reformat, spell check, and finalize attorney work product.
• Composes correspondence, memoranda, and drafts of routine documents for attorney’s review and signature as directed by the attorney and occasionally on own initiative.
• Operates computer equipment in performance of daily duties; effectively uses various software applications necessary to perform required job duties. Actively seeks out technological resource solutions to maximize efficiency. Properly manages electronic documents for easy retrieval.
• Handles telephone inquiries independently, providing information to clients or other callers or routing them to the appropriate person; is able to assess the urgency of calls and respect the confidentially of each matter; maintains log and/or prepares accountability for long distance charges.
• Sorts, reads and annotates daily incoming mail; attaches appropriate file to facilitate action; determines routing and required signatures; independently prepares routine correspondence for attorney’s signature and maintains attorney’s docket; coordinates outgoing mail and/or deliveries; maintains records pertaining to all aspects of attorney’s work.
• Schedules appointments and maintains administrator and attorney’s calendar; receives and assists clients and refers them to attorney or other appropriate person as circumstances warrant; arranges business itineraries and makes travel arrangements; independently prepares travel/entertainment expense reports based on attorney’s receipts and itinerary.
• Maintains client and administrative files in an organized manner and in accordance with Firm procedures; maintains current lists of files, account numbers, client names and addresses and other information as required. Preserves and protects the confidences and privileged communications.
• Enters attorney timesheets on a timely basis. May prepare, edit, and revise client bills and arrange for timely mailing of invoices.
• Coordinates administrative support for trials, arbitrations or client meetings.
• Helps to coordinate office events.
• Performs such other duties that may be assigned.

• Researches and abstracts information and supporting data as requested; performs basic cite checking and document review; may be required to do legal research at attorney’s request.
• Makes written and oral contacts as necessary to obtain information or to clarify, crosscheck or verify the information needed.
• Independently takes action during administrator and attorney’s absence and uses initiative and judgment to see that matters requiring attention are referred to another attorney or handled in a manner so as to minimize the effect of the administrator or attorney’s absence.
• Volunteers to assist other legal assistants (secretaries) as needed or to provide coverage for other attorneys as needed.
• Duplicates correspondence and other printed material, sends faxes or arranges for duplicating and/or faxing to be performed; may be asked to cover reception duties.

This job has no supervisory responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and maintain a high standard of ethical conduct. Excellent interpersonal skills are required for interactions with all levels of Firm personnel, clients and vendors. The successful legal/administrative assistant must be organized, detail-oriented and have the ability to multitask. The requirements listed below are representative of the knowledge,…