Summary
This Legal Administrative Assistant (LAA) position is a member of a Business Litigation LAA team. The Team is responsible for producing a variety of work product related to the attorney/client interface. This includes, but is not limited to, the production of documents; the management of time entry; e-filing, binders, coordination and facilitation of travel plans, meetings, electronic and face-to-face communications; handling of incoming and outgoing mail and other correspondence; expense entry; and file maintenance. The LAA must be able to work effectively with a variety of professionals, including, attorneys, paralegals, staff and clients.
Required Education & Experience
- High School diploma or equivalent.
- 3-4+ years of LAA experience or equivalent.
- Strong computer skills required with Microsoft Word and Outlook, as well as with file document management tools such as iManage Work.
Preferred Education & Experience
- College or business school.
- Prior experience in the assigned practice area(s).
- Strong computer skills.
- Law firm experience preferred.
Essential Functions
Legal Administrative Support (75%)
- Responsible for typing and modifying legal documents accurately and within requested timeframes for assigned legal group, prioritizing work among assignments and meeting specific deadlines on projects.
- Coordinates lengthy and complex document preparation with Work Product Support Services as needed.
- Prepares documents for e-filing as required.
- Reviews and routes incoming mail. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.
- Ensures that all attachments, exhibits and enclosures are included.
- Maintains paper and electronic files in compliance with current policies.
- Works with Information Governance to create and maintain client files and indexes.
- Marks case or matter related documents as needed with filing instructions to ensure proper filing.
- Performs routine filing and retrieves files as needed.
- Maintains chronological files and administrative files for assigned attorneys.
- Responsible for professionally managing incoming calls, including client calls, assisting in coordinating timekeeper calendars, expense reports, travel and meeting arrangements.
- Coordinates specific client dates with the Calendar/Docket Department as needed.
- Prepares and processes new matter forms.
- Receives and screens phone calls and takes messages as required.
- Receives and directs clients and visitors.
- Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
- Schedules meetings and arranges for conference rooms and meals.
- Maintains and updates contact names and addresses in the contact database.
- Communicates effectively with clients and with others in the Firm.
- Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.
Client Billing Coordination (20%)
- Prepares daily time entries for assigned attorneys utilizing Firm approved narrative guidelines, and submits in a timely manner to Accounting.
- Prepares expense reimbursement/disbursement requests.
- Coordinates client billing matters with Accounting billing staff, attorneys, and clients; prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.
General and Administrative (5%)
- Proactively demonstrates effective teamwork and provides assistance to other LAAs as time permits.
- Works cooperatively with other departments and individuals in the Firm.
- Performs other duties as assigned by core practice group.
Competencies
- Strong verbal and written communication skills.
- Self-motivated with excellent organizational skills and attention to detail.
- Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
- Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
- A team player who motivates and educates other team members.
- Regular and predictable attendance is an essential function of the position.