Legal Administrative Assistant

Position Overview

This position performs full secretarial and administrative duties for attorneys at all levels under minimal supervision, requiring a high degree of independent judgment and discretion.

Responsibilities and Duties

• Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, closing and archiving matters, client bills, time and expense reports and other account enquiries.
• Perform word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work.
• Proofread and redline work for accuracy and format.
• Prepare documents, including photocopying (e.g., trial bundles for hearings).
• Maintain physical and electronic files and client contact housekeeping for attorneys.
• Communicate verbally and in writing with clients and/or opposing counsel as instructed by supervising attorneys.
• Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.
• Coordinate travel arrangements, meetings and appointments, and properly receive clients/guests as requested.
• Diary manage attorneys, including hearings, court appearances and other commitments.
• Answer attorneys' phones and take messages.
• Take dictation and transcribe if required.
• Compose correspondence for client-related matters.
• Handle incoming and outgoing mail.
• Support other secretaries as reasonably required.

Additional Duties

• Provide secretarial assistance to vacation students, visiting attorneys and attorneys whose secretaries are absent.
• Occasionally accompany attorney to court to assist in handling materials and preparing documents.
• Provide cover for reception during lunch breaks and as required for general reception cover.
• Perform other related duties as needed or assigned.

Qualifications

• Extensive secretarial/PA experience and at least three years' litigation and/or corporate experience.
• Mid to large sized law firm experience preferred.
• Working knowledge of general office procedures and strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.
• Experience with the firm's technology and applications strongly preferred.
• Prior experience with handling expense reports, client bills, multi line phones and conflict checking forms, and with Interaction or another client relationship management database strongly preferred.
• Prior experience supporting several attorneys is required.
• Advanced word processing/computer skills with MS Word, Excel, Outlook, PowerPoint and Adobe.
• Excellent written and verbal communication skills, including grammar, spelling and punctuation.
• Strong phone etiquette, attention to detail and follow through skills.
• Knowledgeable with legal filing and record keeping practices as relevant to the specific practice.
• Highly organized and able to multi task and meet set deadlines.
• Strong customer service, flexibility and ability to work effectively as part of a team.
• Education: CGSE's including English and Maths. A Levels preferred.

Reporting Relationship

The Legal Administrative Assistant reports directly to the Office Administrator and indirectly to assigned attorneys.

Physical Demands

Must be able to move around the office up to 25% of the time to make copies, file, etc.; remain stationary at least 75% of the time; operate computers and other office productivity machines regularly; occasionally required to move documents or files weighing up to 15 lbs; require constant communication and exchange of information with the firm attorneys, clients and staff; inspect information on a computer screen at least 80% of the time; work in an office environment; approved overtime may be required.