Legal Administrative Assistant

PHILLIPS LYTLE LLP•Buffalo, NY

33d•$26 - $38

About The Position

The Legal Administrative Assistant, for our Banking and Financial Services Practice Group, (based out of our Buffalo, NY office), supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys and paralegals, performing complex and specialized administrative clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.

Requirements

High school diploma required; at least two years of college preferred.
At least two (2) years of experience as a Legal Administrative Assistant is required; prior experience in the assigned practice area(s) is strongly preferred.
Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).
Accurate typing at a net speed of at least 60 words per minute preferred.
Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
Strong organizational skills, basic math skills, and attention to detail.
Initiative, flexibility, resiliency, and a willingness to adapt to change.

Responsibilities

Under attorney direction, prepare and organize opening or closing of Matters.
Prepares and processes New Matter Intake forms.
Prepares documents for e-filing as required. Responsible to accurately transcribe legal documents and materials.
Prepare, revise, and process correspondence and memoranda as well as complex legal documents according to the requirements set by the relevant Practice Group.
Maintains paper and electronic files in compliance with the Firm’s policies.
Coordinates lengthy and complex document preparation with the appropriate support departments, as needed. Ensures that all attachments, exhibits and enclosures are included.
Reviews and routes incoming mail and faxes. Prepares and processes outgoing mail, arranging for faxing, specialized mail or messenger services as required.
Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
Prepares daily time entries for assigned attorneys and paralegals and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with the billing staff in the Accounting Department as needed.
Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. Schedules meetings and arranges for conference rooms and meals.
Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
Performs other duties as assigned