Legal Support Senior Assistant (Litigation)

Sidley Austin•Dallas, TX

13d

About The Position

Provides lawyers and other legal personnel with executive-level administrative and secretarial assistance and support. The role proactively manages the needs of high-level professionals in a fast-paced environment, coordinates and maintains effective office procedures and efficient workflow, follows Firm policies and procedures, and establishes harmonious working relationships with management, supervisors, coworkers, and clients. The Senior Assistant coordinates travel, calendars, communications, expenses, client and litigation files, billing, time entries, document preparation and production, meal arrangements, and continuing legal education tracking. The position also performs other administrative and job-related duties as needed.

Requirements

High school diploma or GED; three or more years of related work experience and/or training; or an equivalent combination of education and experience.
Thorough working knowledge of Microsoft Word, legal terminology, and legal document formats.
Good judgment and strong interpersonal communication skills.
Well-developed analytical and problem-solving skills.
Ability to execute multiple projects effectively and efficiently.
Excellent organizational skills and attention to detail.
Ability to work harmoniously and effectively with others as part of a team.
Ability to exercise confidentiality and discretion.
Impeccable grammar skills and accurate proofreading.

Nice To Haves

Law firm experience.
Bachelor’s degree.
Ability to type 50–60 words per minute.

Responsibilities

Manage U.S. and foreign travel arrangements, including air, hotel, rail, and car reservations; prepare detailed itineraries and track travel expenses.
Manage and track reimbursements for firm- and client-related expenses using the electronic Accounting system.
Maintain lawyers’ electronic calendars, proactively advise them of upcoming responsibilities, coordinate luncheons, and schedule conference rooms.
Read, respond to, and highlight important emails; keep lawyers informed of pressing matters; maintain email filing and archiving systems; and monitor spam for work-related messages.
Input and maintain lawyer contacts in Outlook according to each lawyer’s preferences, and maintain principal contact and working-group lists for clients and matters.
Receive, screen, and route telephone calls; take messages; schedule conference calls; manage conflicting appointments; and assist with conference and video calls.
Create, maintain, and update client litigation files daily using the electronic Records Management database, following Records Management Center standards and maintaining correspondence files.
Coordinate with Accounting to track client bills, analyze billing data, respond to client inquiries and requests, and track new business forms, client/matter reports, and conflict-of-interest checks.
Draft, input, track, proofread, and edit lawyers’ daily time entries in the electronic Time Billing System.
Proofread and revise documents for copy accuracy, grammar, punctuation, and syntax, and draft correspondence.
Coordinate and quality-check work performed by Support Services to ensure prompt document production and delivery.
Coordinate lawyers’ meal arrangements, including ordering and delivery logistics.
Manage lawyers’ CLEs and ensure hours are accurate and appropriately reported.
Compile notebooks and exhibits, prepare documents for bar association activities, and perform other administrative tasks as needed.