Legal Administrative Assistant

JOB TITLE: Legal Administrative Assistant FLSA STATUS: Non-Exempt SCHEDULE: M-F, 37.5 hrs./week LOCATION: St. Cloud, MN REPORTS TO: Regional Office Administrator

POSITION SUMMARY

This role is much more than traditional legal administrative support. As a key member of our office, the Legal Administrative Assistant will provide confidential administrative support to multiple attorneys and other timekeepers while serving as an essential point of coordination for client matters and the day-to-day operations of the St. Cloud office. This position works closely with attorneys, paralegals, clients, and colleagues across the firm to ensure work moves forward efficiently, deadlines are met, and clients receive exceptional service. Because our St. Cloud office is smaller and highly collaborative, this position offers a diverse range of responsibilities. Responsibilities may include preparing legal documents, coordinating client meetings, processing billing, and managing attorney calendars, as well as welcoming clients, coordinating conference room logistics, assisting with office operations, and partnering with colleagues across multiple departments to keep matters moving. Success in this role requires exceptional organizational skills, attention to detail, sound judgment, initiative, and the ability to confidently manage multiple priorities while maintaining professionalism and confidentiality.

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. We expect the hourly rate for this position to be between $28.00 and $31.00.

PRIMARY RESPONSIBILITIES

Attorney and Client Support Provide confidential administrative and secretarial support to multiple attorneys and other timekeepers. Interact with attorneys, staff, clients, and business partners at all levels in a fast-paced environment while remaining flexible, proactive, resourceful, and professional. Deliver exceptional client service internally and externally while maintaining discretion and confidentiality. Manage incoming and outgoing communications, including telephone calls, email, and fax. Proactively manage attorney calendars by prioritizing meeting requests, scheduling appointments, and communicating attorney availability. Coordinate travel arrangements and prepare travel itineraries. Anticipate attorney needs, prioritize assignments, develop project timelines, and exercise sound judgment to meet deadlines. Legal and Client Matter Administration Prepare, format, edit, proofread, compare, and save legal documents using the firm's document management system. Assist with drafting legal documents, cross referencing, and document comparisons. Create, maintain, organize, and retrieve electronic and paper client files in partnership with the Records Department. Submit conflict checks and open new client and matter files. Prepare daily attorney time entry, as approved by management, and submit time accurately and timely. Partner with the Accounting Department to support billing activities, including prebill edits, invoice preparation, expense reimbursements, and check requests in accordance with client requirements. Track and report Continuing Legal Education (CLE) hours for assigned attorneys. Office Operations Serve as the primary front desk contact by greeting clients and visitors, answering phones, reserving conference rooms, coordinating visiting attorney offices, and creating a welcoming, professional environment. Coordinate hospitality for meetings and events, including ordering food and preparing conference rooms and workspaces. Accept, process, and log incoming and outgoing mail, FedEx, UPS, courier deliveries, and other office shipments. Support the day-to-day operations of the St. Cloud office to ensure the office runs efficiently. Teamwork and Collaboration Demonstrate a collaborative, team-oriented approach by providing assistance to other Legal Administrative Assistants and timekeepers as workload permits. Partner effectively with shared services departments, including Records and Accounting, to support client matters and office operations. Work independently while exercising initiative, sound judgment, and accountability in completing assignments accurately and on time.

QUALIFICATIONS

Education: Some college preferred, not required.

EXPERIENCE, SKILLS & COMPETENCIES

Experience: A minimum of one (1) year of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred. Technical Skills: 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