Legal Administrative Assistant

Job Title: Legal Administrative Assistant - Bankruptcy

Location: Roanoke, VA

Job Type: Full-Time, Non-Exempt

About Us:

Whiteford, Taylor & Preston is a law firm focusing on corporate litigation, global and regulatory law for companies in a wide range of industries. With offices in Delaware, Kentucky, Maryland, Washington, and Virginia, our 180 lawyers help our clients grow their businesses in the mid-Atlantic and around the globe. At Whiteford we strive to provide the best in innovative and sophisticated legal services, and seek talented students, attorneys, and staff who share this goal. We also value an inclusive work environment where diverse experiences, perspectives, and ideas are vital to a thriving workforce.


Job Summary:

The Legal Administrative Assistant/Receptionist, under the supervision of the Office Administrator, is responsible for performing a wide variety of legal administrative and reception services to all legal and non-legal staff, with a focus on supporting attorneys and paralegals in the Bankruptcy Practice Group. This position requires strong organizational skills, attention to detail, professionalism, and the ability to manage confidential information while ensuring good working relations, fulfilling business needs, and providing excellent customer service.

Responsibilities for Legal Admin:

• Answer incoming phone calls and facilitate the handling of requests for information. Evaluate telephone calls in terms of importance and use judgment to take action such as interrupting attorneys or notifying others.

• Prepare documents using a personal computer. Apply basic and advanced features of software packages used in an accurate manner. Work from dictation, rough drafts or notes provided by others, and handle preliminary research of information needed for completing correspondence. Prepare grammatically correct correspondence for signature of the timekeeper.
• Assist in maintaining accurate and up-to-date calendars for assigned timekeeper(s). Coordinate changes in meeting schedules using independent judgment and knowledge of overall priorities and in concert with helping timekeeper be as productive as possible. Receive guidance on selection of off-site meeting facilities, material and equipment needed, and food/beverage requirements. Handle the scheduling of all individuals involved in case-related events, i.e., depositions, hearings, etc.
• Greet visiting clients and guests. Notify appropriate individuals on arrival of guests and provide general assistance to guests.
• Open, sort and distribute incoming mail for timekeeper(s). Prepare outgoing mail, including overnight express. Use judgment and initiative to determine to whom to refer faxes and urgent mail in absence of timekeeper.
• Make travel arrangements for timekeeper(s), working from general instructions on destination, purpose of travel, and knowledge of travel preferences. Coordinate travel advances and prepare travel expense reports working from travel itineraries, receipts and notes of timekeeper.
• Perform administrative responsibilities such as: prepare information to open and close client files, maintain filing systems, maintain databases, etc. Conduct a preliminary investigation of possible conflicts regarding newly assigned cases. Handle the billing procedures for timekeeper(s).
• Provide administrative support to attorneys and paralegals in the Bankruptcy Practice Group, including preparing, proofreading, organizing, and filing bankruptcy-related pleadings, notices, correspondence, and supporting documents.
• Assist with bankruptcy case administration, including opening and maintaining electronic and hard copy case files, tracking critical deadlines, hearing dates, creditor notices, and court filings, and updating attorney and paralegal calendars as needed.
• Manage docketing for bankruptcy matters, including entering, monitoring, and updating court deadlines, hearings, filing dates, response dates, and related reminders in the firm's docketing and calendar systems.
• Coordinate communications with clients, courts, trustees, creditors, opposing counsel, and other parties in bankruptcy matters while maintaining accuracy, discretion, and confidentiality.
• Support electronic filing and case management processes for bankruptcy matters, including use of court filing systems, document management systems, and related practice group tools.
• Maintain and update Excel spreadsheets for bankruptcy matters, including creditor matrices, persons of interest, mailing lists, case status tracking, deadlines, and related case administration information.
• Prepare and use mail merges to generate notices, labels, envelopes, correspondence, and related communications for persons of interest, creditors, and other parties in bankruptcy cases.
• Work independently or under general direction to complete special project assignments
• Manage legal documentation and correspondence in strict confidence.
• Ability to correspond with counsel, court and clients.
• Assist with accounting, billing and timekeeping needs.
• Answer the phone in a timely manner and direct calls to the correct office and individuals.
• Create and manage both digital and hard copy filing systems for assigned attorney(s).
• Implement and improve upon administrative processes for more efficient workflow.
• Perform various other duties as assigned.

Skills and Abilities

• Knowledge and understanding of Microsoft Office programs.
• Experience and knowledge must demonstrate aptitude for learning and use of other office productivity software for presentations, databases, scheduling, and e-mail. Knowledge of the various court requirements for filing documents and knowledge of e-filing.
• Knowledge of bankruptcy practice procedures, terminology, deadlines, and electronic filing requirements, including the ability to assist with petitions, schedules, proofs of claim, motions, notices, hearing preparation, and case status tracking.
• Docketing management experience, including calculating, entering, monitoring, and following up on bankruptcy court deadlines, hearings, filing dates, response dates, and related reminders.
• Proficiency with Excel spreadsheets and mail merge functions, including organizing creditor and persons-of-interest data and producing accurate bankruptcy case notices, labels, envelopes, and correspondence.
• Excellent verbal communication skills. Possess written communication skills enabling independent handling of routine correspondence and proofreading of complex letters, reports, and other documents.
• Ability to organize and prioritize work. Tact, diplomacy, and sensitivity to respect confidential information.
• Ability to work cooperatively and professionally with timekeepers, co-workers, supervisors and Office Administrator.
• Work schedule flexibility, including availability for overtime.
• Excellent interpersonal and communication skills.
• Exceptional customer service skills and professional phone manner.
• Ability to take direction and work independently with little or no supervision.
• Work schedule flexibility, including availability to work overtime.

Qualifications

• Bachelor's degree preferred, but high school diploma accepted with some college or equivalent work experience

• 2+ years of experience as an Administrative Assistant
• Experience working with Excel spreadsheets, word processing documents, and mail merges for bankruptcy case notices, creditor communications, and persons-of-interest mailings.
• Experience managing docketing and calendar systems for bankruptcy matters, including tracking court deadlines, hearings, filing dates, response dates, and related follow-up items.
• Ability to create organized filing system
• Exceptional customer service skills and professional phone manner
• Proficient in Microsoft Office
• Current Virginia notary commission required, or ability to obtain and maintain Virginia notary commission as a condition of employment.

What We Offer:

• A competitive salary and benefits package.
• Opportunities for professional growth and development within a dynamic and supportive environment.
• A collaborative culture that values innovation, integrity, and inclusivity.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.