Legal Administrative Assistant

JOB TITLE: Legal Administrative Assistant FLSA STATUS: Non-Exempt SCHEDULE: M-F, 37.5 hrs./week LOCATION: Washington, D.C. (Hybrid work environment) REPORTS TO: Regional Office Administrator

POSITION SUMMARY:

The Legal Administrative Assistant position is a non-exempt, full-time position based in our Washington, D.C. office. This position is responsible for providing administrative support to multiple attorneys and other timekeepers in the litigation and dispute resolution group. It requires a confident, proactive professional with solid administrative experience. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet 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. We expect the hourly rate for this position to be between $37.75 and $39.75.

PRIMARY RESPONSIBILITIES:

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. Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits. 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. Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner. Submit check requests and prepare/submit expense reimbursements. Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers. Type, format, edit, and save documents in document management system; responsible for transcribing dictation. 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. May need to interact with clients or 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/SKILLS:

3-5 years prior experience as a legal administrative assistant required. Experience in law firm or corporate legal department preferred. Experience in multiple areas of law a plus; Litigation experience highly preferred. Some college preferred; background in legal studies/paralegal studies a plus. Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem-solving skills, and proactive business style required. Advanced skills with Microsoft Office required, including Word, Outlook, Excel, and PowerPoint. Typing speed of 60 wpm preferred.

PHYSICAL REQUIREMENTS:

Position is generally sedentary in nature; involves sitting most of the time but may involve the need for inter-office mobility for brief periods of time. Ability to occasionally or routinely lift up to 10 – 20 lbs. Ability to efficiently communicate. Ability to perform repetitive motions required. Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

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