Legal Administrative Assistant

Venable LLP•Baltimore, MD

7d•$72,000 - $100,000•Onsite

About The Position

At Venable, we are seeking a Legal Administrative Assistant to provide comprehensive administrative support to our legal team. This role is crucial in helping attorneys stay organized, meet critical deadlines, and deliver accurate, professional work in a fast-paced environment. We value the unique experience and perspectives each new hire brings and are looking for someone to help us raise the bar on our approach to work.

Requirements

A minimum of two years of relevant work experience within a law firm or professional services environment.
Advanced proficiency with Microsoft Word, including redlining, document comparison, advanced formatting, TOA creation and manipulation, and hyperlink insertion, as well as proficiency with the broader Microsoft Office Suite.
Excellent writing, grammar, proofreading, and editing skills, with meticulous attention to detail and the ability to produce consistently accurate, professionally presented work.
The ability to draft routine correspondence, transcribe legal documents and reports from rough drafts, dictation, or transcription, perform non-complex arithmetic calculations, and maintain organized record-keeping and filing systems.
Strong computer aptitude and proficiency with document management systems, with the ability to use and quickly adapt to applications such as DocuSign, PDF Essentials, eRoom platforms, and DropBox.
Exceptional interpersonal and communication skills, sound judgment, discretion with confidential information, and the ability to interact effectively and tactfully with internal and external clients.
Strong problem-solving, time management, and organizational skills, with the ability to work independently, initiate follow-up, manage multiple priorities, and meet established deadlines.
Proficiency with MS Office Suite, including advanced use of MS Word (redlining, comparing documents, advanced formatting, TOA creation and manipulation, and insertion of hyperlinks) as well as the ability to quickly learn and adapt to other applications.
Strong computer aptitude to use various features of multiple software programs (including DocuSign, PDF Essentials, various eRoom platforms, DropBox, etc.).
Proficiency in the use of document management systems.
Excellent writing and grammar skills to proof and edit (using edit marks) correspondence, reports, and tables for typographical, formatting errors, grammar, and sentence structure; meticulous attention to detail is essential.
Ability to draft routine correspondence, perform non-complex arithmetic calculations, and organize and maintain record keeping and filing systems.
Ability to transcribe legal documents, correspondence and reports from rough draft, dictation, or transcription.
Exceptional interpersonal and communication skills necessary to convey and obtain information to various levels of internal and external clients.
Must be a problem solver, willing to work and think with independence, handle confidential information with discretion, and accept responsibility for producing work that is consistently accurate while meeting established deadlines.
Proficient time management skills to prioritize workload and multitask at a high level; excellent organizational skills.
Ability to follow and convey instructions effectively with a high degree of courtesy and tact, including the ability to independently initiate follow-up.
Ability to work for more than one person and prioritize assignments accordingly.

Nice To Haves

Prior experience supporting a Real Estate Finance or transactional practice group is preferred.
Prior experience working within a Real Estate Finance or transactional practice group is preferred.

Responsibilities

Providing comprehensive administrative support to assigned legal staff, prioritizing assignments and preparing sensitive, detailed correspondence, reports, legal documents, forms, and presentations.
Supporting client-driven and transactional activities, including conflict checks and waivers, engagement letters, business development initiatives, and the management of original client documents across multiple formats and platforms.
Proofreading and editing work product for grammatical, typographical, formatting, and occasional content issues while maintaining confidentiality and consistently high standards of accuracy and professionalism.
Managing attorney calendars, committee obligations, meetings, travel, events, and related logistics while keeping timekeepers on schedule for Firm-wide and practice group deadlines.
Supporting the billing process through time-entry management, data review and correction, final submissions, billing record maintenance, and research into disputes and discrepancies.
Managing CLE and Bar Admission processing to ensure requirements are completed and attorneys remain in good standing.
Collaborating professionally with attorneys, administrative colleagues, other departments, clients, vendors, and external contacts while assisting with general office and practice group needs.