Legal Practice Assistant / Office Coordinator

Maynard Nexsen • Greensboro, NC

19d • Onsite

About The Position

This combined role serves as an Office Coordinator and Legal Practice Assistant in the Greensboro office, supporting office operations and providing legal secretarial and administrative assistance to the Construction and Corporate Practice Groups.

As Office Coordinator, the position manages daily administrative tasks and helps ensure smooth office operations. It supports staff and legal teams, oversees receptionist, courier, and document specialist logistics, coordinates onboarding and office events, works with vendors and building management, monitors office expenditures, and provides staff-related administrative support.

As Legal Practice Assistant, the position prepares and formats legal documents, provides trial support, maintains attorney time records and calendars, files documents in state and federal courts, transcribes dictation, communicates with clients, opens and maintains files, and supports attorneys and administrative teams. It also provides firm-wide workflow-pod coverage, including expense reports, travel arrangements, and e-filing.

Requirements

• Prior litigation experience is required.
• Excellent interpersonal and organizational skills, with the ability to work successfully with multiple team members and interact with employees at all levels.
• Ability to handle varied activities with attention to detail and quality, follow through and follow up, and adapt to changing deadlines and priorities.
• Advanced proficiency with Microsoft Office Suite applications, including Word, Excel, and Outlook.
• Ability to manage multiple tasks and a high volume of work on short deadlines and complete assigned tasks with limited supervision.
• Flexibility and resourceful problem-solving ability.
• Exceptional verbal and written communication skills.
• Ability to handle sensitive information with integrity and confidentiality.
• Ability to maintain a professional work environment and adhere to firm policies and procedures.
• Ability to work extended hours when necessary.

Nice To Haves

• Associate’s or bachelor’s degree preferred.
• Paralegal certificate preferred.

Responsibilities

• Handle confidential interactions with staff, leadership, external guests, and Human Resources to address staff concerns and conflicts.
• Support paralegals and legal practice assistants to help maintain effective workflow.
• Supervise receptionist, courier, and document specialist positions, prioritizing daily logistics, requests, deadlines, office supplies, and meeting setups.
• Process I-9 verification and coordinate new-hire training on work applications, security access, business cards, and equipment setup.
• Coordinate office library publications and invoicing.
• Serve as a point of contact for vendors and building management regarding work orders and office repairs.
• Coordinate office events, firm-wide meetings, health screenings, and office celebrations.
• Monitor office expenditures and reimbursements.
• Coordinate staff paid time off in accordance with firm policies and provide ongoing administrative support.
• Participate in interviews for staffing candidates.
• Process dues for the NC Bar Association, NC State Bar, 24th Judicial District/Greensboro Bar Association, and specialization fees.
• Handle disciplinary actions regarding staff.
• Prepare correspondence, memoranda, and legal documents—including summonses, complaints, motions, responses, and subpoenas—under attorney or other timekeeper supervision.
• Provide trial support and format briefs, pleadings, and other legal documents.
• Track attorney time records and billing.
• File legal documents in state and federal courts, including e-filing.
• Transcribe dictation and correspond with clients.
• Maintain calendars and open new files and client matters.
• Request conflict-of-interest checks and maintain client and general files.
• Maintain client contact when appropriate and work with administrative support staff, including conflicts, records, and office services.
• Receive clients and visitors, maintain positive client relations, and protect the confidentiality of the attorney-client relationship.
• Proofread documents.
• Provide firm-wide attorney administrative coverage through the workflow pod, including processing expense reports, arranging travel, and e-filing.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree