Administrative Assistant

Robinson Bradshaw•Charlotte, NC

About The Position

This role provides essential administrative and legal practice support to a group of lawyers. The Administrative Assistant will be responsible for a wide range of tasks including drafting and proofreading legal documents, managing internal systems, processing attorney time entries and expense reports, handling client communications, and assisting with client development and government filings. The position also involves supporting other attorneys and administrative assistants during peak workloads and participating in mandatory training for software and professional development.

Requirements

A minimum of one year administrative support, clerical, or professional internship experience preferred, with priority given to candidates with experience in the legal or professional services industry.
A positive attitude with a focus on finding solutions
Excellent verbal and written communication skills. Ability to actively listen and proofread all written communication for spelling, grammar, and context
Working knowledge with MS Office and other office technology (Aderant, Kofax Power PDF, UltiPro Knowledge desirable but will train)
Ability to always provide Distinctively Robinson Bradshaw service to all internal and external clients.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Strong attention to detail
Ability to communicate effectively verbally and in writing via technology, phone and in-person
Interpersonal skills necessary to follow instructions effectively from a diverse group of clients, attorneys and staff and work together as a cohesive team
Ability to prioritize competing tasks and balance multiple projects simultaneously and take ownership of all projects through completion

Nice To Haves

Project management experience preferred

Responsibilities

Provide administrative and legal practice support to assigned group of lawyers
Draft, prepare, edit and proofread all types of written communications for context, grammar, typographic, punctuation and spelling errors as assigned by attorneys or paralegals without being instructed to do so
Monitor and create requests to administrative departments (Document Services, Service Center, Legal Records, etc.)
Maintain internal filing systems for electronic and paper documents; establish and maintain calendar and deadline reminder systems
Process attorney time entries, expense reports and check requests; monitor and track process for timely client billing; proof billing sheets; review accuracy of bills
Answer and screen telephone calls; read, sort and date incoming mail and deliveries; prepare and route outgoing mail in a timely way to meet deadlines of various delivery services; prepare and submit files via Secure File Transfer
Open new clients/matters, process and complete conflict of interest and audit checks; maintain efficient and organized paper filing systems; track status of files and proper disposition. prepare files to be closed and coordinate with file room personnel
Receive clients and visitors; make arrangements for conference rooms, catering and technology
Handle seminar registrations and attendance; assist with travel arrangements; coordinate attorney attendance for CLE, both locally and out-of-town
Assist with organizing materials for client development presentations
Coordinate and monitor filings with government entities and clerk’s offices
Provide administrative support to attorneys not usually assigned; follow guidelines on coverage support for various practice groups; participate in orientation for new attorneys regarding workflow processes, firm resources and solutions
Provide support for overload relief with other administrative assistants or Document Services, as requested
Attend and complete in-house training for software usage as mandated and/or on a volunteer basis
Participate in and complete web-based online learning coursework as directed by firm management; successfully complete periodic knowledge checks of firm software programs; participate in certification assessments
Perform all other reasonable and customary legal practice assistant tasks as assigned by attorneys or management
Participate in firm sponsored trainings including information security, team-building or professional development