Legal Administrative Assistant – Litigation (PHX)

Stinson LLP•Phoenix, AZ

12d•Hybrid

About The Position

The Legal Administrative Assistant (LAA) produces work related to attorney-client interactions, including legal documents, time entries, travel and meeting arrangements, communications, mail, expenses, and file maintenance. The LAA works with lawyers, paralegals, and other staff while maintaining confidentiality, respect, and professionalism. The position reports to the LAA Supervisor/Office Manager and works day to day under the direction of assigned attorneys and paralegals. The role supports litigation attorneys in Phoenix. It requires at least three days in the office. Responsibilities are divided among legal administrative support (75%), client billing coordination (20%), and general and administrative duties (5%). This is a professional, fast-paced office position that may require additional hours to complete work. No travel is expected.

Requirements

High school diploma or equivalent.
Three to four years of LAA experience or equivalent.
Strong computer skills, including Microsoft Word, Outlook, and file document management tools such as iManage.
Strong verbal and written communication skills.
Self-motivation, excellent organizational skills, and attention to detail.
Professionalism, a strong customer service orientation, commitment to deadlines, and ability to multitask in a fast-paced, dynamic environment.
Independent thinking, problem-solving ability, and capacity to offer constructive opinions and creative solutions.
Teamwork skills, including the ability to motivate and educate other team members.
Regular and predictable attendance.
Ability to work in the office at least three days per week.
Ability to perform the position's physical demands, with reasonable accommodations considered as described in the posting.

Nice To Haves

College or business school education.
Prior experience in the assigned practice area or areas.
Strong computer skills with PowerPoint.
Law firm experience.

Responsibilities

Type and modify legal documents accurately and within requested timeframes, prioritize assignments, and meet project deadlines.
Coordinate lengthy or complex document preparation with Work Product Support Services and prepare documents for e-filing as required.
Review and route incoming mail; prepare and process outgoing mail and faxes; arrange specialized mail or messenger services; and ensure attachments, exhibits, and enclosures are included.
Maintain paper and electronic files in compliance with policies; coordinate with Information Governance to create and maintain client files and indexes; mark documents with filing instructions; and file and retrieve materials.
Professionally manage incoming calls, including client calls, and assist with attorney calendars, expense reports, travel, and meeting arrangements.
Coordinate client dates with the Calendar/Docket Department as needed.
Prepare and process new matter forms; receive and direct clients and visitors; coordinate travel, itineraries, travel expense reports, meetings, conference rooms, and meals.
Maintain and update contact information in the contact database and communicate effectively with clients and firm personnel.
Anticipate the business needs of assigned attorneys, plan ahead, and meet deadlines.
Prepare daily time entries for assigned attorneys using firm-approved narrative guidelines and submit them promptly to Accounting.
Prepare expense reimbursement and disbursement requests.
Coordinate client billing matters with Accounting billing staff, attorneys, and clients; prepare billing letters and requested financial updates; and assist with alternative fee arrangements and matter budget tracking and monitoring.
Demonstrate teamwork, assist other LAAs as time permits, serve as backup LAA to assigned timekeepers, and work cooperatively with other departments and individuals.
Perform other duties as assigned by the core practice group.