Administrative Assistant

We are seeking an experienced Legal Administrative Assistant / Legal Secretary to provide comprehensive administrative and clerical support to five attorneys and help maintain efficient office and case management workflows. This is a true secretarial role requiring strong attention to detail, document preparation, file management, billing support, and coordination of daily attorney needs.

• Answer and route attorney phone calls, take messages, and respond to inquiries as appropriate.
• Prepare, edit, format, blackline, proofread, and finalize legal documents, including agreements and pleadings.
• Prepare Tables of Contents, Tables of Authorities, and legal backs.
• Create and maintain Microsoft Excel spreadsheets.
• Organize and assemble pleadings and exhibits for court filing and service.
• Print, copy, scan, and fax attorney documents and correspondence.
• Prepare and distribute client reports via email or mail.
• Enter attorney time records and generate statistical and financial reports.
• Maintain accurate electronic and paper files.
• Conduct and prepare conflict checks for prospective claims and new matters.
• Prepare expense reports, check requests, and cash advance forms.
• Coordinate technology/equipment requests, deliveries, and pickups.
• Prepare conflict/search memoranda and coordinate new matter and file numbers.
• Make travel arrangements, prepare travel authorizations, and coordinate related communications.
• Arrange car services for attorneys, clients, and visitors.
• Prepare and distribute benefit-day memoranda.
• Search internal relationship databases to identify relevant client and matter relationships.
• Maintain organized files and pending-item folders for follow-up.
• Provide reception coverage during absences and daily breaks.
• Collaborate with Accounting regarding billing matters.
• Maintain strong working relationships with attorneys and other departments.

• Previous experience in a legal secretarial or legal administrative support role.
• Strong proficiency in Microsoft Word, Excel, and Outlook.
• Experience with iManage File Site / document management systems.
• Familiarity with Elite, Web View Time Entry, and time-management software.
• Strong document formatting, proofreading, and organizational skills.
• Ability to manage multiple priorities and deadlines while supporting several attorneys.
• Excellent communication skills and strong attention to detail.
• Ability to work effectively both independently and collaboratively.