Legal Administrative Assistant - Corporate

Barnes & Thornburg LLP•New York, NY

About The Position

Summary: Performs a variety of administrative duties for attorney(s) to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters. Key Responsibilities: Solid working knowledge and a demonstrated high acumen in the operation of computer software applications, specifically Work, Outlook, iManage, Excel, PowerPoint, Adobe PDF and other firm software as required. Prepare correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents. Drafts correspondence, edit, redline, apply style schemes, proofread documents as requested, including engagement letters, memoranda, audit letters, and other correspondence. Has an understanding and handling of routine corporate matters such as formations, generation of organization of documents and agreements. Handles incoming mail and ensures that outgoing mail is delivered timely. If necessary, routes mail to specific delivery service and follows up on timely delivery. Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system. Opens new files, requests conflict of interest checks with file room records, and maintains all client and general files. Conducts periodic review for possible storage of older files; prepares files to be closed. Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship. Arranges for meetings/conference rooms, using the firm’s conference room reservation software system. Assist accounting billing assistant with month end billing and other billing matters as requested by assigned attorneys. Processes bills; proofs billing sheets; reviews and edits bills. Works closely with administrative support staff (word processing, reprographics, receptionists, etc.); proofs documents returned from word processing; ensures that attorney time sheets are provided to appropriate person in a timely manner. Collaborate with other administrative support staff when needed. Assist with filling in when other team members are on vacation i.e, other LAA’s receptionist etc. Be a team player. Has some litigation experience to assist the Litigation team when needed. Prepares and submits travel expenses reports and other business-related expenses for reimbursement. Handles payment of outside vendor services as necessary. The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodation. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Requirements

5+ years’ experience working in a professional environment, law firm experience preferred, to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
Must have advanced skill level in Microsoft Office products.
Highly motivated to support all aspects of a busy Corporate practice.
Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 65 wpm.
Ability to organize and prioritize numerous tasks and complete them under time constraints.
Ability to proofread typed material for grammatical, typographical or spelling errors.
Interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
Interpersonal skills are necessary to communicate in person, by e-mail and telephone to provide information with ordinary courtesy and tact.
Able to multi-task in a fast-paced environment.
Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

Nice To Haves

law firm experience preferred

Responsibilities

Performs a variety of administrative duties for attorney(s) to whom assigned according to established policies and procedures.
Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.
Prepare correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents.
Drafts correspondence, edit, redline, apply style schemes, proofread documents as requested, including engagement letters, memoranda, audit letters, and other correspondence.
Has an understanding and handling of routine corporate matters such as formations, generation of organization of documents and agreements.
Handles incoming mail and ensures that outgoing mail is delivered timely.
Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system.
Opens new files, requests conflict of interest checks with file room records, and maintains all client and general files.
Conducts periodic review for possible storage of older files; prepares files to be closed.
Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship.
Arranges for meetings/conference rooms, using the firm’s conference room reservation software system.
Assist accounting billing assistant with month end billing and other billing matters as requested by assigned attorneys.
Processes bills; proofs billing sheets; reviews and edits bills.
Works closely with administrative support staff (word processing, reprographics, receptionists, etc.); proofs documents returned from word processing; ensures that attorney time sheets are provided to appropriate person in a timely manner.
Collaborate with other administrative support staff when needed.
Assist with filling in when other team members are on vacation i.e, other LAA’s receptionist etc.
Be a team player.
Has some litigation experience to assist the Litigation team when needed.
Prepares and submits travel expenses reports and other business-related expenses for reimbursement.
Handles payment of outside vendor services as necessary.