Legal Administrative Assistant

Beveridge & Diamond PC•Washington, DC

6d•$70,000 - $85,000•Hybrid

About The Position

Beveridge & Diamond, PC, the foremost national corporate environmental law firm, is seeking an Legal Administrative Assistant (LAA). The LAA role encompasses a wide range of advanced administrative support services aimed at facilitating the smooth operation of the Firm and aiding attorneys and clients. This position is pivotal in overseeing diverse administrative tasks, handling billing and accounting matters, utilizing excellent technical skills to produce high-quality work product, and working on a variety of projects. Additionally, the Legal Administrative Assistant serves as a primary liaison between clients and staff, ensuring effective communication and addressing client queries. This role will also provide back-up support to Legal Administrative Assistant teams. At Beveridge & Diamond, we do not just practice environmental law—we define it. With more than 170 lawyers across seven U.S. offices and a legacy spanning five decades, we are The Environmental Law Firm. We combine the sophistication and reach of larger firms with the focus and agility of a boutique, counseling the world’s largest companies, industry associations, and municipalities on complex and rapidly evolving environmental issues. Requirements Legal Document Production and Administrative Support Provide comprehensive administrative and legal support to attorneys, including advanced document production in Word, Excel, and PowerPoint using Firm-approved formats. Prepare and revise legal documents, comparisons, and tables of contents and authorities. Assist with PowerPoint presentations and basic graphic enhancements. Proofread all draft and final documents to ensure accuracy, consistency, and compliance with Firm standards. Billing, Time Entry, and Financial Administration Manage attorney billing and accounting functions in compliance with client guidelines and Firm policies. Open new clients and matters, prepare and distribute monthly bills for attorney review, process write-offs, transfers, corrections, and apply retainers to fees and disbursements. Enter, review, and finalize attorney time entries; monitor deadlines; reconcile corporate credit card statements; and process expense reports. Court Filings, Docketing, and Litigation Support Maintain working knowledge of state and federal court and agency filing procedures. Coordinate court filings, transcript requests, and litigation searches. Submit docketing requests and maintain tickler systems in coordination with the Docket Coordinator. Track case and motion deadlines in accordance with applicable rules and follow up with attorneys and paralegals as needed. Calendaring, Meetings, and Travel Coordination Maintain attorneys’ Outlook calendars, schedule meetings, court appearances, and appointments, and provide reminders. Arrange complex domestic and international travel, including flights, hotels, transfers, itineraries, and visa documentation, and proactively manage last-minute changes. Document Management, Filing, and Records Coordination Organize and maintain client and administrative files in both electronic and paper formats, including iManage. Ensure documents are saved to appropriate workspaces with accurate metadata. Contact Management and Client Relationship Support Maintain attorney contacts in the Firm’s client relationship management system (InterAction). Enter activity notes related to meetings, events, and marketing efforts, and assist attorneys with basic InterAction and Outlook integration questions. Office, Mail, and Reception Support Open and distribute incoming mail and coordinate outgoing deliveries via mail, courier, or overnight services. Perform and/or coordinate copying, scanning, printing, and bindery services, including large projects with Office Services. Team Collaboration and Backup Support Actively participate as a member of the Legal Administrative Assistants team by supporting attorneys and colleagues as needed. Coordinate coverage with backup team members, maintain awareness of shared deadlines, and assist with team-based projects.

Requirements

5 + years of experience supporting attorneys, executives, or managers preferred.
College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite) (strongly preferred), InterAction (contacts), Adobe Suite (or equivalent software).
Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.
Exceptional organizational and time-management skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail and efficiently meet deadlines.
Excellent oral and written communication, analytic, and problem-solving skills.
Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach.
Availability to work overtime as requested.
Ability to lift up to 30 pounds (full banker box weight).

Responsibilities

Provide comprehensive administrative and legal support to attorneys, including advanced document production in Word, Excel, and PowerPoint using Firm-approved formats.
Prepare and revise legal documents, comparisons, and tables of contents and authorities.
Assist with PowerPoint presentations and basic graphic enhancements.
Proofread all draft and final documents to ensure accuracy, consistency, and compliance with Firm standards.
Manage attorney billing and accounting functions in compliance with client guidelines and Firm policies.
Open new clients and matters, prepare and distribute monthly bills for attorney review, process write-offs, transfers, corrections, and apply retainers to fees and disbursements.
Enter, review, and finalize attorney time entries; monitor deadlines; reconcile corporate credit card statements; and process expense reports.
Maintain working knowledge of state and federal court and agency filing procedures.
Coordinate court filings, transcript requests, and litigation searches.
Submit docketing requests and maintain tickler systems in coordination with the Docket Coordinator.
Track case and motion deadlines in accordance with applicable rules and follow up with attorneys and paralegals as needed.
Maintain attorneys’ Outlook calendars, schedule meetings, court appearances, and appointments, and provide reminders.
Arrange complex domestic and international travel, including flights, hotels, transfers, itineraries, and visa documentation, and proactively manage last-minute changes.
Organize and maintain client and administrative files in both electronic and paper formats, including iManage.
Ensure documents are saved to appropriate workspaces with accurate metadata.
Maintain attorney contacts in the Firm’s client relationship management system (InterAction).
Enter activity notes related to meetings, events, and marketing efforts, and assist attorneys with basic InterAction and Outlook integration questions.
Open and distribute incoming mail and coordinate outgoing deliveries via mail, courier, or overnight services.
Perform and/or coordinate copying, scanning, printing, and bindery services, including large projects with Office Services.
Actively participate as a member of the Legal Administrative Assistants team by supporting attorneys and colleagues as needed.
Coordinate coverage with backup team members, maintain awareness of shared deadlines, and assist with team-based projects.

Benefits

Medical, prescription drug, and dental coverage; life and AD&D insurance; disability insurance; and voluntary coverage options such as supplemental life and AD&D insurance, vision coverage, identity protection, accident insurance, critical illness insurance, hospital indemnity insurance, and long-term care insurance.
401(k) retirement savings plan; flexible spending accounts (health care and dependent care); a health savings account; and a Section 529 college savings plan.
Pre-tax transportation program; employee assistance program (EAP); and temporary back-up care for children, adults, and elders.
Generous Paid Time Off: We believe in the importance of work-life balance and time to recharge. Our paid leave benefits include a generous allotment of vacation days, paid sick leave, along with paid holidays. We also provide various types of leave to support life’s important moments, including parental leave, bereavement leave, and other leaves of absence in accordance with applicable laws and firm policies.
In addition to base salary, employees may be eligible for other forms of ompensation, such as overtime pay (as this position is non-exempt), bonuses, and other performance-related incentives.

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