We are seeking a skilled and highly organized Senior Legal Administrative Assistant to support a transactional practice group. This role will involve providing comprehensive administrative and legal support to three attorneys within the transactional team. The ideal candidate will be adept at managing a wide variety of tasks, including document creation and editing, legal filings, billing, and client interaction, all while maintaining an efficient and well-organized system for both electronic and physical files. This position requires strong attention to detail, the ability to multitask in a fast-paced environment, and excellent communication skills.
Key Responsibilities, including but not limited to:
- Draft, edit, and proofread various legal documents and correspondence, including those specific to the transactional practice area.
- Create and modify charts, spreadsheets with basic formulas, and PowerPoint presentations.
- Manage invoicing, word processing, tracking expenses, and making necessary travel arrangements for attorneys.
- Assist in new business intake, including submitting conflict checks, preparing file opening requests, and drafting engagement letters.
- Prepare monthly client invoices, reviewing billing narratives, and ensuring adherence to client billing requirements, rates, and discounts. Follow up on submissions and track invoice status.
- Draft and manage alternative fee arrangements, collaborating with attorneys to create and track client budgets.
- Assist with collections efforts, track payment statuses, and maintain oversight of the billing and payment process.
- Coordinate and submit expense reimbursement reports and process vendor invoices for payment.
- Conduct research using internal resources such as the firm's library and external tools to assist attorneys with ongoing matters.
- Provide administrative support for Continuing Legal Education (CLE) tracking, attorney licensing renewals, and other regulatory compliance matters.
- Coordinate travel arrangements for domestic and international trips, ensuring compliance with firm policies and obtaining necessary approvals.
- Answer phones, maintain attorney calendars, schedule meetings, and coordinate logistics for client meetings and events.
- Assist with training and mentoring new or less experienced staff members, providing back-up support as needed.
- Support other administrative functions as directed, including assisting with marketing and business development activities, client service events, and general office needs.
Qualifications and Skills Required:
- Proven experience as a legal administrative assistant, particularly in a transactional practice and law firm setting.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and experience with legal document management systems.
- Excellent organizational skills with the ability to manage multiple priorities and deadlines effectively.
- High attention to detail, particularly in preparing legal documents and ensuring compliance with client billing requirements.
- Familiarity with the process of legal filings, both physical and electronic, as well as trial and hearing preparation.
- Strong communication skills and the ability to maintain a professional demeanor while interacting with clients, attorneys, and internal teams.
- Experience with billing systems, invoice preparation, and managing time records for attorneys.
- Knowledge of alternative fee arrangements, client budgeting, and collections processes.
- Ability to work independently and collaborate effectively with various departments and teams.
- Prior experience with legal research and utilizing online tools for document retrieval and client support is a plus.
- A proactive and adaptable approach to providing support in a dynamic, fast-paced environment.