Legal Administrative Assistant

Legal Administrative Assistant

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

Haynes and Boone's Orange County office serves the needs of California's premier technology industries and capitalizes on the West Coast's global access. We have vibrant practices in intellectual property, in-bound Asian work, venture-funded corporate matters, and big-ticket litigation such as patent, securities, insurance coverage, and class action labor and employment matters. Our thriving economic community is home to an array of businesses, ranging from Fortune 500 companies to emerging technology ventures. Our expanded presence here heightens Haynes and Boone's coast-to-coast capabilities while giving clients the benefits of our growing geographic base. Most of our California-based lawyers have earned engineering or technical degrees in addition to law degrees, enhancing their understanding of the intricacies of IP. Our team members have been recognized in publications such as The Best Lawyers in America directory, Intellectual Asset Management Patent 1000, and Managing IP Magazine. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.

The Legal Administrative Assistant performs full administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. This role also requires an understanding of both litigation and transactional practices.

Essential Duties

• Provide proactive, day-to-day support to multiple attorneys—both partners and associates—in a busy litigation practice
• Draft, format, revise, and finalize a variety of legal documents, including pleadings, discovery, correspondence, and shell templates
• Handle electronic filing in both state and federal courts, including California Superior and U.S. District Courts
• Manage attorney calendars and monitor court deadlines using docketing software
• Prepare and organize materials for depositions, hearings, trials, and other key litigation events
• Coordinate service of process, court filings, messenger deliveries, and other time-sensitive tasks
• Assist with administrative support, including expense reports, time entry, travel arrangements, and document management.

Other Duties

Assist summer associates, visiting attorneys and attorneys needing back-up or special project assistance; Perform other related duties as needed or assigned.

Reporting Relationship

This position reports directly to the Office Administrator and works closely with assigned attorneys across various levels.

Qualifications

Knowledge/Experience

Must have a minimum of three years' litigation experience. Mid- to large-sized law firm experience preferred. Must be familiar with court filing requirements and have experience assisting with state and federal filings including e-filing. The legal administrative assistant should possess working knowledge of general office procedures, as well as strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. Working knowledge and experience with the Firm's technology and applications strongly preferred. Prior experience with handling expense reports, client bills, and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred. Prior experience supporting more than one attorney is required.

Skills

The legal administrative assistant must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.

Education

The legal administrative assistant should possess a high school diploma or equivalent. Two years of college or equivalent preferred but not required. A paralegal certification from an ABA approved school or comparable experience is a plus.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Office environment; Work across offices spanning different time zones; Able to work overtime. A hybrid work schedule of 4 days in the office, 1 day remote is available. Position may require occasional travel for trials and client meetings.