Legal Administrative Assistant – Litigation (PHX)

Stinson LLP•Phoenix, AZ

13d•Hybrid

About The Position

The Legal Administrative Assistant (LAA) produces and manages work product related to attorney-client interactions, including legal documents, time entries, travel and meeting arrangements, communications, mail and correspondence, expenses, and files. The LAA works with lawyers, paralegals, and 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. At least three days in the office are required to perform one or more essential functions. The role has no supervisory responsibilities, and no travel is expected. The job operates in a professional, fast-paced office environment and may require additional hours to complete work.

Requirements

High school diploma or equivalent.
Three to four years of LAA experience or equivalent.
Strong computer skills, including Microsoft Word and 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.
Professional independent-thinking and problem-solving skills, including the ability to offer constructive opinions and creative solutions.
Ability to contribute as a team player who motivates and educates other team members.
Regular and predictable attendance.

Nice To Haves

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

Responsibilities

Type and modify legal documents accurately and within requested timeframes, prioritizing assignments and meeting deadlines.
Coordinate lengthy and complex document preparation with Work Product Support Services as needed.
Prepare documents for electronic filing.
Review and route incoming mail; prepare and process outgoing mail and faxes, arranging specialized mail or messenger services as required.
Ensure attachments, exhibits, and enclosures are included.
Maintain paper and electronic files in compliance with current policies; work with Information Governance to create and maintain client files and indexes.
Mark case- or matter-related documents with filing instructions, perform routine filing, and retrieve files as needed.
Professionally manage incoming calls, including client calls, and assist with timekeeper calendars, expense reports, travel, and meeting arrangements.
Coordinate specific client dates with the Calendar/Docket Department as needed.
Prepare and process new matter forms.
Receive and direct clients and visitors.
Coordinate travel, prepare itineraries, and prepare travel expense reports.
Schedule meetings and arrange conference rooms and meals.
Maintain and update contact names and addresses in the contact database.
Communicate effectively with clients and others in the firm, anticipate assigned attorneys' business needs, 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 client financial updates.
Assist attorneys with tracking and monitoring alternative fee arrangements and matter budgets.
Demonstrate effective teamwork, assist other LAAs as time permits, and serve as a backup LAA to assigned timekeepers.
Work cooperatively with other firm departments and individuals and perform other duties assigned by the core practice group.