Legal Support Senior Assistant (Litigation)

LLP•Dallas, TX

13d

About The Position

The Legal Support Senior Assistant (Litigation) provides lawyers and other legal personnel with executive-level administrative and secretarial support. The role proactively manages the needs of high-level professionals in a fast-paced environment, coordinates office procedures and efficient workflows, follows Firm policies and procedures, and maintains effective working relationships with management, colleagues, and clients. The position supports lawyers with travel and expense arrangements, calendar and email management, communications, conference coordination, litigation file maintenance, client billing and matter administration, time entry, document drafting and proofreading, and coordination with Support Services. It also manages CLE records, arranges meals, and performs other administrative work, including compiling notebooks and exhibits and preparing materials for bar association activities. The successful candidate must meet the listed requirements and perform the duties satisfactorily. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. The target salary varies by location and depends on factors including market, skills, experience, and education. The compensation package includes bonus eligibility and a comprehensive benefits program.

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 reservations and scheduling, prepare detailed itineraries, and track travel and other business-related expenses using the electronic Accounting system.
Manage and track reimbursements for firm- and client-related expenses, including entertainment and recruiting expenses.
Maintain lawyers’ electronic calendars, advise them in advance of responsibilities, coordinate luncheons, and schedule conference rooms.
Read, respond to, and highlight important emails; keep lawyers apprised of pressing matters; maintain and archive email filing systems; and monitor spam for work-related emails.
Enter and maintain lawyer contacts in Outlook according to their preferences and maintain principal-contact and working-group lists for clients and matters.
Receive, screen, and transmit telephone calls, take messages, schedule conference calls, manage conflicting appointments, and provide information and assistance for conference and video calls.
Create, maintain, and update client litigation files daily according to Records Management Center standards, use the electronic Records Management database, index litigation files, and maintain correspondence and other files.
Coordinate with Accounting to track client bills, analyze billing data, and respond to client inquiries and requests.
Process and track new business forms, new client/matter reports, and conflict-of-interest checks, and report their status.
Draft, input, and track lawyers’ daily time entries in the electronic Time Billing System, and proofread and edit entries for accuracy.
Proofread and revise documents for accuracy, grammar, punctuation, and syntax, and draft correspondence.
Coordinate and quality-check Support Services work to ensure prompt document production and delivery.
Coordinate lawyers’ meal arrangements, including ordering and delivery logistics.
Manage lawyers’ CLEs to ensure hours are accurate and reported appropriately.
Compile notebooks and exhibits, prepare documents for bar association activities, and perform other administrative tasks as needed.