Legal Administrative Assistant

DLA Piper•Palo Alto, CA

4d•$41 - $53•Hybrid

About The Position

The Legal Administrative Assistant (LAA), in collaboration with and in support of the firm’s strategic initiatives, provides a wide range of administrative and clerical support to attorneys and legal teams. This role is essential in ensuring the smooth operation of the firm’s administrative functions and requires a high level of organization, attention to detail, and the ability to manage multiple tasks simultaneously. This position will collaborate regularly with Legal Support Assistants (LSAs), Legal Executive Assistants (LEAs), and attorneys on various tasks and assignments, ensuring work is properly allocated and completed on time. The LAA role requires a high level of flexibility and willingness to work in a fast-paced environment where multiple projects may have to be prioritized for the firm’s attorneys. Projects will often require high-level technical skills with Microsoft Office programs or various types of legal software commonly seen in law firms. This position is located in our Palo Alto office and offers a hybrid work schedule.

Requirements

The ability to communicate effectively in the native language of the region via e-mail or via voice is essential.
Takes initiative to enhance existing and learn additional skills.
Prior experience working with Microsoft Office products or legal software such as iManage, Aderant, DocXTools, Innova, etc.
Must have the ability to adapt to application upgrades and the use of AI-Powered Tools for document production, review, and case research.
Must have ability to demonstrate flexibility and willingness to learn new skills and adapt to evolving needs of the attorney’s practice.
Must have the ability to be flexible within a fast-paced environment and ensure that all deliverables and work product adhere to firm best practices, and a willingness to receive constructive feedback from attorneys and managers.
Open to collaborating with and supporting Legal Support Assistants (LSAs) as appropriate.
Works well under pressure and able to stay positive and productive.
Must have a general familiarity with legal terminology, documentation, and best practices for law firms or similar settings.
Exhibits strong attention to detail and excellent problem-solving skills that enable them to make quick decisions.
Possesses prior experience in workflow-management related roles.
Demonstrates proficiency in virtual firm collaboration tools such as Zoom and Microsoft Teams to communicate with internal and external resources on behalf of the attorney’s practice.
High School Diploma or GED.
2 years of experience working in a legal setting under the supervision of a licensed attorney or office administrator, or within a professional services environment.

Nice To Haves

Bachelor's Degree in Legal Studies, Business Administration, or a related field.

Responsibilities

Provides practice-specific support to multiple associates, partners, and other attorneys, leveraging knowledge about unique practice tasks, requirements, and functions and can prioritize work accordingly.
Drafts, edits, and proofreads legal documents, communications, files, or presentations to ensure accuracy.
Provides day-to-day information governance (IG) and records management support for client/matter work by helping ensure content is organized, stored in approved repositories, and maintained in accordance with firm policies and procedures, including proactive matter close-out activities. Serves as a liaison between attorneys/matter teams and IG/Records resources as needed.
Collaborates with other LAAs or LEAs to complete more complex projects or provide administrative support for any assigned attorneys. Provides mentorship, guidance, and delegation to LSAs who assist with projects as appropriate. Provides key status updates on projects to any assigned attorneys, offering or delegating direct-action support in the event of escalation.
Organizes and monitors assignments within the firm’s workflow tool, ensuring that administrative tasks are properly allocated and completed on time. These projects can include but are not limited to time entry and expense reimbursements.
Oversees billing matters including all approval forms and collaboration correspondence, ensures prebills are processed by the appropriate team accurately and timely; serves as a proxy attorneys to address questions or issues related to the billing process. Ensures final bills are delivered in a timely manner and initiates follow-up at the attorney’s request.
Serves as a trusted advisor for associates, partners, or other attorneys. LAAs will be expected to handle confidential or sensitive matters using discretion and to promote professionalism and exceptional service in all interactions with attorneys, clients, and other DLA Piper business professionals