Legal Administrative Assistant

Duties & Responsibilities:

• Provide detailed and high-level secretarial and administrative support in a Team of 2 or 3 Legal Administrative Assistants.
• Coordinate and maintain effective office procedures and efficient work flow; comply with policies and procedures set by the Firm; establish and maintain harmonious working relationships; foster an atmosphere of teamwork and cooperation.
• Work effectively with other Legal Administrative Assistants within the assigned team; provide coverage to other Legal Administrative Assistants in the office when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared work space and be accessible to both lawyers and other Legal Administrative Assistants.
• Work closely to mentor, share knowledge, best practices and answer any Firm policy and procedural questions for Legal Administrative Assistant incumbents. Provide guidance when necessary and lead by example.
• Schedule client meetings, reserve conference rooms, coordinate audio visual equipment and food needs via Maptician. Register Firm guests with the Reception Department. Coordinate all aspects of lawyers travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel reimbursements in a timely manner; maintain Outlook calendar and Contacts and monitor crucial due dates for lawyers as required.
• Organize, coordinate and communicate pertinent information with other team members. Answer phones and direct callers as required. Receive, register and assist visitors as required.
• Type, revise and proofread general correspondence, memos, legal documents, reports in Excel, etc. from various sources (e.g., handwritten notes, tape dictation). Prepare draft communication outlined by lawyer as required. Ensure accuracy and clarity of all work product in a timely manner.
• Utilize iManage document management system effectively as a central repository for all matter related documents.
• Establish and maintain records of documentation in a searchable electronic formats (hard copies only when necessary). File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested.Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required.
• Maintain lawyers time in Intapp, proofread and submit finalized time to Accounting on a daily basis.Maintain knowledge of client requirements for billing and prepare client billing as required. Prepare New Business Matter and update list of client/matter codes. Maintain and follow through on all client billing matters.
• Maintain appropriate sense of urgency and completes all work assignments within agreed upon deadlines.
• Create and maintain up-to-date lawyer Desk Procedures information reflecting preferences, specific instructions and expectations of the lawyers.
• Notify Director of Administration about availability to assist with overflow work.
• Coordinate any planned time out of the office (PTO) with Legal Administrative Assistant(s) in your assigned Team prior to submitting request to the Director of Administration.
• Enter time in Workday for supervisor approval in a timely manner. All overtime must be pre-approved by requesting lawyer.
• Mandatory participation in the Secretarial Certification Program.
• Timely and regular attendance.
• Perform other duties as necessary and as assigned by your supervisor for efficient functioning of the office.

In-office additional responsibilities:

• Serve as an immediate in-office point of contact for lawyers, clients, and business professionals.
• Retrieve, organize, label, and prepare physical files for records management or storage.
• Scan physical documents and receipts and manage paper-based document intake.
• Assemble legal binders and physical document packets for meetings and matters.
• Print and deliver documents, reports, and proformas for lawyer review (preference for many lawyers).
• Enter lawyer time from handwritten notes or diaries collected from lawyer offices.
• Collect and distribute incoming lawyer mail and prepare outgoing mail.
• Assemble mailings (copying, stuffing envelopes, labeling) and deliver urgent items to the mailroom.
• Deliver or pick up documents and work product from lawyer offices or conference rooms.
• Greet, receive, register, and escort clients and visitors to lawyer offices or conference rooms.
• Support meetings by delivering printed materials or documents as requested.
• Manage lawyer supply needs, including retrieving supplies from Office Services and handling deliveries.
• Monitor and resolve basic printer issues (paper, jams) before escalating to IT.
• Handle urgent, last-minute lawyer requests requiring immediate in-person assistance.
• Manage physical documents or work dropped off at the desk.
• Provide in-office support coverage during teammate PTO or absences.
• Facilitate efficient lawyer communication and workflow through direct, in-person interaction.
• Assist other LAAs with heavy workload as needed/during absences (i.e., receipts left on desk, scanning, printing, etc.).

Qualifications:

• High School diploma is required.
• College degree preferred.
• Prior secretarial work experience; minimum 3 years.
• Work arrangement: Hybrid role with 4 days in office required (Monday Thursday), and 1 day remote (Friday).
• Ability to be on-site, physically present in office.
• Excellent written and verbal communication skills.
• Excellent interpersonal and organizational skills.
• High attention to detail and ability to multi-task in a high paced environment.
• Ability to prioritize and coordinate work.
• Ability to maintain confidential information.
• Ability to manage workflow and delegate projects as necessary.
• Ability to juggle multiple tasks and manage deadlines.
• Ability to think critically and analytically in a pressured environment.
• Ability to clearly and effectively communicate with various levels of staff within the organization.
• Ability to work productively and cooperatively with other employees.
• Ability to constantly learn new skills as they become necessary.
• Equipment: computer, duplicating machines, scanners.
• Systems: iManage, MS Office, InTapp, Chrome River.
• Flexible for overtime.

Status: Non-Exempt

Reports To: Director of Administration

Workplace Type: Hybrid

Salary range of is $89,000 - $111,000 dependent on candidate experience and location.

Candidates hired for staff positions with a minimum work schedule of 30 hours per week are eligible for a comprehensive benefits package, including healthcare insurance.

Learn more about benefits at Covington.

Covington & Burling LLP is an equal opportunity employer and does not discriminate in any aspect of employment, including hiring, salary, promotion, discipline, termination, and benefits, on the basis of race, color, ethnicity, religion, national origin, gender, gender identity or expression, age, marital status, sexual orientation, family responsibility, disability (including physical handicap), or any other improper criterion.

Covington will consider qualified applicants with arrest or conviction records for employment in accordance with applicable laws, including the California Fair Chance Act, the Los Angeles Fair Chance Initiative for Hiring Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance, and the San Francisco Fair Chance Ordinance.