Legal Administrative Assistant (General Counsel Team)

JOB TITLE:

Legal Administrative Assistant (General Counsel Team)

FLSA STATUS:

Non-Exempt

SCHEDULE:

M-F, 37.5 hrs./week

LOCATION:

Any Spencer Fane Office Location (Hybrid work environment with 1 day/week in office)

REPORTS TO:

General Counsel

POSITION SUMMARY:

Under general direction, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers on our internal General Counsel Team. The position supports legal and client matter activities by tracking certifications, assisting with processing litigation holds and screens, coordinating communications, maintaining files and records, preparing and processing documents, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, creative problem-solving skills, knowledge of firm shared services teams, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet changing deadlines, and regularly exercise independent judgment.

COMPENSATION:

At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. The anticipated hourly pay will vary by location, as outlined below. Target Hiring Location - Target Hourly Pay Rate Santa Monica, Washington DC, New York - $39.75 - $43.00 San Jose - $42.85 - $46.50

PRIMARY RESPONSIBILITIES:

Maintain contract and legal matter databases. Pull reports and create organization systems to assist with necessary litigation holds and screens. Track claims and coordinate timely reporting to ALAS and Firm leadership. Annual policy certifications review and maintenance for firmwide training (AI, harassment, cybersecurity), policy acknowledgment, partnership agreement signatures. Monitor firm contract execution statuses and contract repositories. Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient. Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality. Work collaboratively and cooperatively with other shared services departments. Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines. Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax). Schedule and coordinate conference rooms including hospitality, facility and technology needs. Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts. Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary. Review and submit conflict checks, new clients and client matters. Submit check requests and prepare/submit expense reimbursements. Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons. Coordinate travel arrangements and prepare itineraries. Track and report CLE hours for assigned attorneys. Interact with clients and participate in meetings discussing sensitive or confidential matters. Assist timekeepers with daily filings and legal research. Organize, analyze, and identify relevant judicial decisions, statutes, legal articles, codes and other pertinent materials from various jurisdictions. Provide event planning and coordination support as needed. Has gained proficiency in multiple competencies relevant to the job.

QUALIFICATIONS:

Education: Some college preferred, not required.

EXPERIENCE, SKILLS & COMPETENCIES:

Experience: A minimum of three (3) years of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is highly preferred. Experience with multiple areas of law is also highly preferred. Technical Skills: Experience with litigation and electronic filings is required. Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred. Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment. Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures. Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff. Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

SUPERVISORY RESPONSIBILITY:

WORKING CONDITIONS:

Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams. Occasional travel to court, other office locations, or external administrative sites may be required. Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters. Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

PHYSICAL REQUIREMENTS:

Regularly required to sit, stand, or walk for extended periods while performing administrative duties. Ability to lift and carry up to 25 lbs for filing, document handling, or office materials. Ability to perform repetitive motions, including typing, filing, and scanning. Occasional bending, reaching, and handling of office equipment. Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. #J-18808-Ljbffr Spencer Fane LLP