Labor & Employment Legal Administrative Assistant
About The Position
The Labor & Employment Legal Administrative Assistant supports a senior partner team in managing a dynamic legal practice and maintains routine, positive contact with clients, attorneys, and staff. The role performs secretarial and administrative duties for assigned attorneys in accordance with firm policies and procedures while safeguarding confidential client matters. The position prepares, proofreads, edits, and transcribes legal and business documents; manages communications, files, calendars, deadlines, billing and expenses; coordinates travel; and assists with audits and marketing activities. The assistant works closely with firm administrative support teams and may provide overflow support to other attorneys, the Human Resource Director, or the Office Administrator. Duties may change according to firm needs. The role is performed in a normal law office environment with little exposure to excessive noise, dust, temperature, or similar conditions. The work may occasionally require more than 40 hours per week, irregular hours, and a high level of mental effort while producing a high volume of information. Reasonable accommodations may be provided absent undue firm hardship.
Requirements
- At least 5 years of experience as a legal administrative assistant or paralegal in a field involving litigation.
- Proficiency in Microsoft Word and Excel.
- Ability to transcribe legal documents, correspondence, and reports from rough draft or dictation at 70 words per minute.
- Superior attention to detail and strong proofreading and editing abilities; willingness to suggest modifications that may strengthen content.
- Ability to prioritize and execute tasks effectively in a fast-paced environment supporting dynamic legal practices.
- Strong organizational and multitasking abilities, including managing numerous assignments, maintaining accurate files, adjusting priorities, and meeting deadlines.
- Interpersonal skills to communicate and follow instructions effectively with a diverse group of clients, attorneys, and staff, using courtesy and tact.
- Ability to work both independently and collaboratively in a team-oriented environment.
- Discretion and independent judgment on significant matters.
- Genuine willingness and desire to learn new skills as needed.
- Impeccable references.
- Ability to perform essential job duties satisfactorily, with or without reasonable accommodation.
- Work may occasionally require more than 40 hours per week and irregular hours.
Nice To Haves
- Executive assistant experience, especially managing significant projects, practices, or client relationships.
- Experience in Labor & Employment legal work.
- Experience with iManage or a comparable document management system; prior iManage experience is a strong plus.
- Experience with Microsoft PowerPoint.
Responsibilities
- Prepare correspondence, memoranda, and other legal documents from written or oral drafts; draft standard documents; proofread and edit for accuracy, grammar, spelling, and formatting; and transcribe dictation as needed.
- Answer telephone calls as needed.
- Read, sort, and date incoming mail; ensure outgoing mail is delivered promptly; route mail to delivery services when necessary and follow up on delivery.
- Open new files and request conflict-of-interest checks with Accounting; assist attorneys with clearing conflicts when applicable.
- Maintain complete, accurate, and organized client and general files, including saving and organizing incoming documents and correspondence in iManage; periodically review older files for storage and prepare files for closing.
- Receive clients and visitors, maintain positive client relations, and protect the confidentiality of the attorney-client relationship.
- Schedule appointments and maintain attorney calendars and deadline reminders; stay familiar with calendars to support task completion and attorneys’ daily and weekly needs.
- Track items such as engagement letters, client contracts, billings, and diary items to support workflow and internal and external deadlines.
- Process bills; proofread and edit billing sheets and invoices, including narratives, expenses, and client billing guidelines when applicable; verify that Accounting has made appropriate invoice corrections.
- Process expense reports and invoices, including hearing transcripts and fees, for submission to Accounting.
- Coordinate with the travel agency to research and reserve flights, rental cars, and hotels, and calendar travel arrangements.
- Assist attorneys and the Audit Team in collecting and organizing information for audit responses as requested.
- Assist attorneys with marketing matters, such as client tickets and gifts.
- Prioritize accurate and timely entry of attorney time, process daily time submissions, and meet firm deadlines.
- Work with administrative support teams, including word processing, accounting, reprographics, and reception.
- Perform overflow work for other attorneys, the Human Resource Director, or the Office Administrator, and complete other duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
