Legal Support Assistant

FBT Gibbons LLP•Charleston, WV

4d•Onsite

About The Position

FBT Gibbons LLP is seeking a Legal Support Assistant to provide front-office and administrative support while developing foundational legal-support skills in a collaborative law firm environment. The role is suited to a service-oriented, detail-focused individual who is eager to learn, contribute to daily office operations, and support attorneys, colleagues, and clients. The position combines reception and office coordination duties with routine legal administrative work. The assistant handles calls and visitors, maintains reception and conference areas, coordinates meeting logistics and supplies, and supports file organization and office operations. The assistant also learns firm procedures and Client Support Team workflows, manages support requests, prepares and maintains routine legal documents and files, assists with business intake and electronic filings, and provides administrative support to attorneys and team members. A high school diploma or equivalent is required. Prior administrative, office, customer service, or legal support experience is preferred. The role may occasionally require irregular hours and, at times, more than 40 hours per week. Applicants must be authorized to work in the United States without current or future employer sponsorship.

Requirements

High school diploma or equivalent.
Working knowledge of Microsoft Office software and ability to develop proficiency in firm-specific software, including the CST workflow application.
Ability to learn legal terminology, firm procedures, practice group expectations, and firm systems.
Ability to follow written and oral instructions, ask appropriate questions, and complete assigned tasks accurately and on time.
Ability to work independently on assigned tasks and collaboratively within a team.
Effective, professional communication with clients and firm personnel at all levels by telephone, email, and in person.
Strong grammar, spelling, proofreading, vocabulary, and language skills.
Ability to organize work, manage competing priorities, and meet deadlines with appropriate guidance.
Ability to work in a fast-paced environment and shift attention as business needs change.
Ability to handle confidential client and firm information discreetly, professionally, and ethically.
Applicants must be authorized to work in the United States without current or future employer sponsorship.

Nice To Haves

Prior administrative, office, customer service, or legal support experience.

Responsibilities

Answer and route incoming calls to appropriate firm personnel.
Greet clients, vendors, and visitors; manage check-in, clearance, notification, and routing in accordance with firm policies.
Maintain the reception area, conference rooms, and nearby common areas.
Provide beverage service and general conference room support.
Manage conference room schedules and coordinate meeting, event, and reception logistics.
Coordinate food orders, setup, and payment arrangements for meetings and events.
Monitor office and kitchen supply inventory and confirm delivery receipt.
Assist the Office Coordinator or Legal Practice Assistant with maintenance requests.
Assemble and maintain files using established filing systems, request record labels, and assist with file creation.
Maintain confidentiality in client and firm matters.
Learn firm procedures, Client Support Team workflow standards, and assigned practice-area needs.
Participate in team meetings, training, and knowledge sharing to develop legal administrative skills and support team efficiency.
Use the CST workflow application to enter and manage support requests and communicate proactively with attorneys or other timekeepers through task completion.
Monitor the task queue, identify and take on new tasks in a timely manner, and help minimize completion delays.
Evaluate task urgency and workload capacity, accept assignments aligned with current expertise, and participate in training to expand capabilities.
Process and distribute mail, prepare check requests, submit expense reports, and support invoice and billing statement review.
Prepare, revise, format, proofread, and save routine legal documents, correspondence, and other materials according to instructions.
Create, organize, update, and index electronic and paper client files.
Assist with business intake, including data entry, file opening, and related administrative steps.
Assist with preparing documents and related materials for electronic filings.
Update calendars, schedule meetings, reserve conference rooms, and coordinate meeting logistics as requested.
Communicate professionally and effectively with attorneys, colleagues, and clients.
Assist attorneys, timekeepers, and team members with projects, overflow work, and other assigned administrative support.