Legal Support Assistant

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.


At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you'll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a Legal Support Assistant to provide front-office and administrative support while developing foundational skills in legal support within a collaborative law firm environment. This opportunity is ideal for a service-oriented, detail-focused individual who is eager to learn, contribute to daily office operations, and grow their skills while supporting attorneys, colleagues, and clients.

Key Responsibilities:

Office Assistant/Receptionist Responsibilities:

• Answer and route all incoming calls to the appropriate firm personnel.
• Greet clients, vendors, and visitors; ensure proper check-in, clearance, and routing in accordance with firm policies, notify attorneys and assistants of arrivals, and direct visitors to designated conference rooms.
• Maintain the cleanliness and organization of the reception area, conference rooms, and surrounding common areas.
• Provide beverage service and support general conference room needs for meetings and visitors
• Manage conference room schedules using office software; coordinate logistics for meetings, events, and receptions.
• Coordinate food orders for meetings and events, including setup and payment arrangements.
• Monitor inventory and maintain office and kitchen supplies; confirm receipt of deliveries.
• Assist the Office Coordinator/Legal Practice Assistant with maintenance requests as needed.
• Assemble and maintain files in accordance with alphabetical, numerical, and other established filing systems. Request labels for records and assist with the creation of files.
• Observe confidentiality in all client and firm matters.

Legal Support Assistant Responsibilities:

• Learn firm procedures, Client Support Team (CST) workflow standards, and assigned practice area needs.
• Participate in team meetings, training opportunities, and knowledge sharing to develop legal administrative skills and support overall team efficiency.
• Use the CST workflow application to enter and to manage support requests, providing proactive communication with the attorney or other timekeeper from start to completion of the task.
• Regularly monitor the task queue upon completing assignments to identify and take on new tasks in a timely manner, minimizing delays in tasks completion and supporting consistent workflow.
• Evaluate task urgency and workload capacity to offer availability when appropriate, accepting assignments that align with current expertise while also identifying and participating in training opportunities to expand capabilities and support overall team efficiency.
• Assist with routine administrative tasks, including processing and distributing mail, preparing check requests, submitting expense reports, and supporting the review of invoice and billing statements.
• Prepare, revise, format, proofread, and save routine legal documents, correspondence, and other materials according to instructions.
• Assist with electronic and paper file maintenance, including creating, organizing, updating, and indexing client files.
• Support the business intake process by assisting with data entry, file opening procedures, and related administrative steps.
• Assist with preparing documents and related materials for electronic filings according to instructions.
• Assist with calendar updates, meeting scheduling, conference room reservations, and logistics for internal and external meetings as requested.
• Communicate effectively and professionally with attorneys, colleagues and clients.
• Assist attorneys, timekeepers, and team members with projects, overflow work, and other administrative support needs as assigned.

Job Requirements:

• High School Diploma or equivalent required.
• Prior administrative, office, customer service, or legal support experience preferred.
• Working knowledge of Microsoft Office software programs, with the ability to develop proficiency in firm specific software programs, including the CST workflow application.
• Ability to learn legal terminology, firm procedures, practice group expectations, and firm systems.
• Ability to follow written and oral instructions, ask appropriate questions, and complete assigned tasks accurately and timely.
• Ability to work independently on assigned tasks and collaboratively within a team structure.
• Ability to communicate effectively and professionally with firm clients and firm personnel at all levels by telephone, email, and in person.
• Strong grammar, spelling, proofreading, vocabulary, and language skills.
• Ability to organize assigned work, manage competing priorities, and meet deadlines with appropriate guidance.
• Ability to work in a fast-paced environment and shift attention from one task to another as business needs change.
• Ability to handle confidential client and firm information in a discreet, professional, and ethical manner.
• Work may require occasional irregular hours and, at times, more than 40 hours per week to perform the essential duties of the position.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.

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