Legal Administrative Assistant

Job Description

The Legal Administrative Assistant (‘LAA’) provides high-level administrative and secretarial support to lawyers, paralegals, and administrators in various practice groups. The LAA may also provide billable and non-billable legal support as determined by the attorneys. This position requires a person who has strong communication, organizational and time management skills with the ability to work with a team and independently.

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Job Duties

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The following are essential job duties and responsibilities of the Legal Administrative Assistant.This list is not exhaustive, and other duties may be assigned as necessary.

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• Provides word processing and document production services. Utilize office services support as appropriate.
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• Drafts correspondence, having knowledge of common documents for applicable departments. For example, in litigation; pleadings, complaints, subpoenas, interrogatories, deposition notices, pretrial orders.
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• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.
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• Prepares documents for mailing with special attention given to completeness of enclosures, etc.
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• Files court documents electronically.
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• Handles time entry and client billing, including electronic billing. Manages the process to ensure timely completion.
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• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with billing attorney as necessary.
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• Ability to extract appropriate billing information as requested.
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• Organizes files and databases; maintain documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.
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• Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.
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• Processes reimbursement requests.
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• Dockets case/matter deadlines. Keeps attorneys apprised of deadlines.
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• Tracks attorneys’ CLEs.
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• Provides back‑up assistance to other administrative assistants and staff members as required.
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• Notarizes documents as requested.
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Requirements

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Experience: 3-5 years of administrative experience in a law firm or legal services industry.

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Knowledge/Skills and Abilities:

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• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint; familiar with current version of software. Ability to execute advanced formatting; table of contents, table of authority.
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• Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.
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• Excellent knowledge of grammar, spelling and punctuation.
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• Legal writing skills, knowledge of legal terminology.
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• Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.
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• Strong oral and written communication skills.
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• Strong customer service orientation.
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Essential Physical Demands

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• Ability to sit for extended period of time and use a keyboard and other office machinery.
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The target base pay range for this role in New York is $60,000-$75,000 and is dependent on experience and other relevant factors, including geography.

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