Administrative Practice Assistant

Administrative Practice Assistant

A highly regarded law firm is seeking an Administrative Practice Assistant (APA) to provide high-level administrative and legal support to attorneys and internal teams. Reporting to the Director of Administration, this role is responsible for ensuring efficient day-to-day office operations, maintaining exceptional client service, and supporting attorneys with administrative and legal tasks in a fast-paced environment.

Responsibilities:

Administrative Support:

• Provide daily administrative support to attorneys and legal staff
• Greet clients, visitors, and vendors professionally while ensuring a welcoming office environment
• Answer incoming calls as needed and route inquiries appropriately
• Review and distribute incoming mail to attorneys, docketing, and other departments
• Schedule conference rooms, meetings, teleconferences, travel arrangements, and office events
• Coordinate food orders and logistics for internal meetings, client events, and office functions
• Maintain organization, cleanliness, and readiness of conference rooms, kitchens, file rooms, copy rooms, and shared office spaces
• Communicate with building management regarding maintenance requests, parking, deliveries, and office-related services
• Coordinate office and kitchen supply inventory with the Office Services Lead
• Prepare workstations and assist with IT equipment setup for new hires
• Monitor office equipment and common area supplies to ensure functionality and availability
• Enter attorney billable time and prepare expense reports accurately and timely

Legal & Document Support:

• Draft, review, revise, and format legal and non-legal documents including correspondence, memoranda, pleadings, presentations, and budgets
• Prepare court pleadings in compliance with local, state, and federal court rules
• Generate Tables of Authorities (TOA) and Tables of Contents (TOC) using firm software
• Build knowledge of court procedures, filing requirements, and applicable legal rules
• Process legal support requests efficiently while ensuring quality control of completed work
• Assist with document preparation, scanning, printing, mailings, binders, and court filing projects

Office Operations & Additional Support:

• Maintain library records and file storage systems
• Deliver exceptional customer service while collaborating professionally with attorneys, staff, vendors, and clients
• Maintain composure, efficiency, and accuracy in high-pressure and deadline-driven situations
• Ensure dependable on-site attendance and punctuality
• Support special projects and additional administrative duties as assigned
• Adapt to changing business needs and operational priorities as directed by management

Qualifications:

• High School Diploma required; some college preferred
• Prior administrative, legal assistant, or office support experience preferred
• Strong customer service and interpersonal communication skills
• Excellent organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Strong attention to detail and commitment to accuracy
• Ability to work independently and collaboratively in a team-oriented environment
• Proficiency in Microsoft Office 365 including Word, Outlook, Excel, and PowerPoint
• Ability to maintain professionalism and confidentiality in handling sensitive information
• Strong problem-solving skills and ability to work efficiently in a fast-paced environment

Ideal Candidate:

• Professional, dependable, and highly organized
• Proactive with strong initiative and follow-through
• Comfortable working in a client-facing environment
• Able to prioritize competing responsibilities effectively
• Calm and composed under pressure and tight deadlines
• Team-oriented with excellent communication and collaboration skills