Legal Practice Assistant

Robinson Bradshaw•Charlotte, NC

13h•Onsite

About The Position

This role provides comprehensive administrative and legal practice support to an assigned group of lawyers. Key responsibilities include drafting, preparing, editing, and proofreading all types of written communications, monitoring and creating requests to administrative departments, and maintaining internal filing systems for both electronic and paper documents, including calendar and deadline reminder systems. The assistant will also process attorney time entries, expense reports, and check requests, monitor client billing, and review bill accuracy. Communication tasks involve answering and screening telephone calls, handling incoming and outgoing mail, and preparing and submitting files via Secure File Transfer. The position also entails opening new clients/matters, processing conflict of interest and audit checks, maintaining paper filing systems, and coordinating file closures. Additional duties include receiving clients and visitors, arranging conference rooms, catering, and technology, handling seminar registrations, assisting with travel, and coordinating attorney attendance for CLE. The assistant will also support client development presentations, coordinate filings with government entities, provide administrative support to other attorneys as needed, and participate in firm-sponsored training and online learning coursework.

Requirements

A minimum 2-3 years of administrative support required
Excellent verbal and written communication skills
Ability to actively listen and proofread all written communication for spelling, grammar, and context
Above-average technical skills with MS Office and other programs
Ability to organize and prioritize numerous tasks and complete them under time constraints
Ability to concentrate and pay close attention to detail when evaluating legal projects
Interpersonal skills necessary in order to communicate in person, by e-mail and telephone and follow instructions effectively from a diverse group of clients, attorneys and staff and work together as a cohesive team
Ability to prioritize competing tasks and balance multiple projects simultaneously and take ownership of all projects through completion

Nice To Haves

Preference given to candidates with legal or professional services experience
Bachelor’s degree preferred
A positive attitude with a focus on finding solutions
Project management experience preferred
Knowledge of Aderant, Kofax Power PDF, UltiPro (will train)

Responsibilities

Provide administrative and legal practice support to assigned group of lawyers
Draft, prepare, edit and proofread all types of written communications for context, grammar, typographic, punctuation and spelling errors as assigned by attorneys or paralegals without being instructed to do so
Monitor and create requests to administrative departments (Document Services, Service Center, Legal Records, etc.)
Maintain internal filing systems for electronic and paper documents; establish and maintain calendar and deadline reminder systems
Process attorney time entries, expense reports and check requests; monitor and track process for timely client billing; proof billing sheets; review accuracy of bills
Answer and screen telephone calls; read, sort and date incoming mail and deliveries; prepare and route outgoing mail in a timely way to meet deadlines of various delivery services; prepare and submit files via Secure File Transfer
Open new clients/matters, process and complete conflict of interest and audit checks; maintain efficient and organized paper filing systems; track status of files and proper disposition. prepare files to be closed and coordinate with file room personnel
Receive clients and visitors; make arrangements for conference rooms, catering and technology
Handle seminar registrations and attendance; assist with travel arrangements; coordinate attorney attendance for CLE, both locally and out-of-town
Assist with organizing materials for client development presentations
Coordinate and monitor filings with government entities and clerk’s offices
Provide administrative support to attorneys not usually assigned; follow guidelines on coverage support for various practice groups; participate in orientation for new attorneys regarding workflow processes, firm resources and solutions
Provide support for overload relief with other administrative assistants or Document Services, as requested
Attend and complete in-house training for software usage as mandated and/or on a volunteer basis
Participate in and complete web-based online learning coursework as directed by firm management; successfully complete periodic knowledge checks of firm software programs; participate in certification assessments
Perform all other reasonable and customary legal practice assistant tasks as assigned by attorneys or management
Participate in firm sponsored trainings including information security, team-building or professional development