Legal Administrative Assistant

Job Description

Job Description

Our growing firm is hiring a legal assistant in Mobile to provide clients with the ultimate customer service experience and handle crucial tasks to support the attorneys. You'll play an integral role in creating memorable client experiences and helping the firm’s owner grow the business.

This important position involves critical administrative duties related to customer service and direct attorney support. The firm is growing quickly, and the owner needs front-line support to “keep the trains running on time” and keep clients happy. A typical day will include managing office correspondence, including answering phone calls and emails, arranging meetings and travel, and ensuring our legal team knows upcoming deadlines. You’ll also assist with preparing legal documents and contracts, and perform any other tasks as needed to ensure our firm is operating efficiently.

This is a key position in the firm. It is a full-time job, so you must be able to work in the office (as soon as it is safe to do so) for 40 hours per week. Initial compensation will be based upon prior experience and current pay. Raises will be based on job performance. The position is full-time and offers paid holidays. Additional benefits are under consideration but are not yet offered by the firm.

The ideal applicant needs the right combination of empathy, communication skills, attention to detail, and technical skills. If you work well in a fast-paced environment and consistently deliver high-quality work and customer service, reach out to us today!

Characteristics:

• A positive, enthusiastic team-player attitude

• Excellent customer service for every client, case, or task, even at 4:30 pm on Friday with the same care as one on Monday at 9 am

• Organized, accurate, and detail-oriented to keep track of key dates, avoid costly mistakes, keep the right people informed, and prioritize your time so that we never miss a deadline

• Stellar organization skills to keep track of files, dates, and client information

• Time-management skills are essential to ensure the firm is operating efficiently

$45,000 - $60,000+ based on experience & benefits

• Help with extra administrative activities as needed to assist the team and ensure the firm’s seamless functioning
• Make arrangements for travel, schedule meetings, appointments, depositions, and coordinate with outside vendors for events
• Organize case and business files to ensure attorneys readily have the information they need
• Precisely record attorney time into the computer system
• Produce legal forms for case preparation, such as pleadings, motions, subpoenas, affidavits, contracts, briefs, and file them with the court as necessary

• Document Preparation : Collaborate with attorneys and paralegals to draft and proofread a variety of legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs.

• Research Support : Conduct legal research as needed, with guidance from attorneys and paralegals.

• Administrative Duties : Handle various tasks to ensure the firm runs smoothly, such as arranging travel, scheduling meetings and appointments, and coordinating with outside vendors for events.

• Client Interaction : Build and maintain relationships with clients and other parties through phone, email, and in-person communication.

• Task Management : Manage priorities, task lists, and schedules for attorneys to meet client, court, and management objectives.

• System Maintenance : Keep case management, relationship management, and document management systems up-to-date.

• Calendar Coordination : Schedule appointments, post tasks, and manage deadlines to ensure the firm's and team’s calendars are organized efficiently.

• Court Liaison : Communicate with courts and others regarding hearings and meetings, serving as the primary contact for scheduling issues.

• Document Finalization : Prepare and send legal documents and correspondence as directed by attorneys, ensuring they are ready for delivery to courts, clients, co-counsel, and opposing counsel.

• Meeting Preparation : Ensure attorneys have all necessary materials for meetings and court appearances.

• File Management : Organize, maintain, and Close files at the conclusion of cases.

• Be willing to take on any other necessary administrative tasks to help the firm run smoothly.

• Process client billing properly using daily time records with help from the accounting department.

• Listen attentively and empathetically to address inquiries and concerns effectively.

• Collaborate smoothly with team members and maintain a strong focus on customer service.

• Pay meticulous attention to detail, ensuring consistently accurate work.

• Adapt to changes in work responsibilities with ample time for learning and practice.

• Make decisions in collaboration with the team and supervisors, particularly when under time constraints or facing evolving situations.

• Provide administrative support and manage tasks efficiently to ensure the smooth operation of the law firm.

• Previous experience working in a law firm environment as a legal assistant
• Must know how to use law management software to handle legal papers, do research, and manage the administrative activities of a law firm
• Basic computer skills and familiarity with Microsoft Office programs and common applications (Google Calendar, Outlook, etc.) is a must
• Candidates should possess high-level organizational skills and time-management skills
• Applicants must have a high school diploma or equivalent GED; an associate’s degree of some college is preferred

• Minimum of 3 years of law firm experience required.

• High School Diploma or Equivalent required.

• Proficient with MS Office.

• Experience with legal software, litigation management, and docketing programs. 

• Ability to prioritize tasks with demanding deadlines in a fast-paced environment. 

• Strong organization and communication skills. 

• Strong interpersonal skills with a genuine enthusiasm for interacting with people.

• Excellent customer service skills, consistently going the extra mile to help others.

• A collaborative mindset with the ability to work well within a team.

• High attention to detail and a commitment to delivering top-quality work.

• Comfort working under close supervision in a stable and secure team environment.

• Flexibility to adapt to changes in work structure and responsibilities.

• Ability to make decisions in consultation with the team and supervisors when under pressure.

Outside Chief Legal LLC (OCL) is the newest brand of partner operative. OCL provides preventive, solution-oriented legal services combined with business acumen aimed at supporting overall strategies and missions for companies that do not have legal counsel in either a General Counsel (GC) or Chief Legal Officer (CLO) format. These growing organizations are typically family-run, limited liability companies, and smaller organizations that also seek C-suite legal protection combined with creative and pragmatic solutions to bottom-line challenges and the opportunities they may create.

OCL also provides outside counsel, expertise, and support to in-house counsel and legal departments. We serve as strategic business partners, merging legal and business strategies to offer innovative business solutions, with the best interests of the business and its owners always our objective.