Full-Time Legal Administrative Assistant

JOB SUMMARY

We are currently seeking a full-time Legal Administrative Assistant to support attorneys and paralegals in our Community Association Law Department in our West Chester, PA office. The Legal Administrative Assistant will perform a full range of administrative and clerical duties in support of assigned attorneys and paralegals. This position requires a high level of organization, reliability, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The expected support ratio is approximately four attorneys and one paralegal per assistant.

DUTIES AND RESPONSIBILITIES

Manage and maintain attorney calendars, enter calendar reminders, and proactively notify attorneys of pending deadlines, hearings, and obligations to ensure compliance. Type, edit and compile documents, correspondence, memoranda, and related materials. Receive and transcribe dictation from draft or dictated text. Maintain and organize hard-copy and electronic files, scan, and file documents in the firm’s document management system in accordance with established procedures. Schedule attorney and client meetings and reserve conference space as needed. Enter attorneys’ time in TABS, review pre-bills, coordinate attorney review and approval, process edits, and prepare and process final bills. Conduct conflict checks and open new matters in accordance with firm procedures. Electronically file legal documents with applicable courts and agencies. Receive, sort, and distribute department mail; ensure timely handling of outgoing and overnight deliveries. Respond to and assist clients by telephone or email, providing non-legal information and ensuring appropriate follow-up and resolution. Close files in accordance with firm policies and document retention procedures. Notarize documents (if certified). Assist with reception desk or office clerk coverage as needed. Work collaboratively with attorneys, paralegals, support staff, and firm administration to support overall firm operations.

JOB REQUIREMENTS

High school diploma required; a minimum of three (3) years of legal administrative assistant experience in a law firm is required. Proficiency with MS Office software including Outlook, Word, and Excel. Experience with TABS3 billing software is desirable. Excellent organizational and communication skills with close attention to detail, ability to understand and follow oral and written instructions. Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, and decision-making skills. High level of interpersonal skills to communicate in person, by email and telephone and to follow instruction effectively with confidentiality, courtesy, and tact, from a diverse group of clients, attorneys, and staff. This position offers a competitive salary and benefits package. We are an Equal Opportunity Employer. #J-18808-Ljbffr Gawthrop Greenwood, Pc