Legal Team Assistant & Team Coordinator

Milbank LLP•Washington, DC

10h•Onsite

About The Position

The Legal Team Assistant & Secretarial Services Coordinator provides high-level legal administrative support to assigned attorneys while partnering with the HR Manager and Associate Director of Legal Administrative Support on the day-to-day operations, workflow, training, and coordination of the Secretarial Services department. This role requires strong judgment, initiative, collaboration, attention to detail, and the ability to balance attorney support with departmental leadership responsibilities.

Requirements

A High School degree required.
5+ years’ administrative/clerical support experience.
Administrative support experience in a professional services environment required.
Experience working effectively in changing team environments and demonstrated ability to work collaboratively, including having shared responsibilities to achieve single objectives.
Experience with effective workload balancing to accomplish multiple tasks, including working cross-functionally with other teams and/or resources.
Strong client service orientation.
Effective and proactive team player; strong inter-personal skills.
Strong written and oral communication skills.
Strong grammatical and proofreading skills.
Strong attention to detail.
Strong organizational skills and ability to prioritize.
Ability to meet deadlines and work well under pressure.
Ability to think critically and analytically; exhibit sound judgment.
Ability to handle privileged, confidential and sensitive information in an appropriate, professional manner.
Strong computer/general database skills and proficiency in Microsoft Office (Word, Excel and PowerPoint) and Adobe Acrobat.
Strong internet research skills.
Ability and willingness to learn new technology and software platforms.
Flexible and available to work overtime as needed (includes evenings and weekends).
Available to report to work on the regularly scheduled days and at the scheduled hour.

Nice To Haves

A college degree preferred.

Responsibilities

Provide proactive, high-quality legal administrative support to assigned attorneys and clients, ensuring requests are acknowledged, tracked, completed promptly, and routed appropriately while maintaining ownership through completion.
Anticipate attorney and client needs, manage competing priorities, meet deadlines, and collaborate effectively with internal departments including Legal Assistants, Word Processing, Records, IT, Finance, Travel, Mailroom, and the Copy Center.
Prepare, revise, proofread, and format legal documents, spreadsheets, presentations, pleadings, blacklines, tables of contents/authorities, pro bono audit responses, and filing materials; coordinate complex document production and notarization as needed.
Conduct research using internal and external tools; retrieve legal documents, filings, and related information; provide database support, data entry, and updates to firm systems.
Organize and maintain electronic and physical files in compliance with firm policies, including NetDocuments, records retention, client security protocols, and records management requirements.
Support matter administration, including new business intake, engagement and outside counsel guideline updates, billing contact maintenance, and related compliance and marketing data.
Validate and process vendor invoices, attorney expense reimbursements, and disbursement requests; coordinate with Accounts Payable and other departments as needed.
Assist attorneys and the Billing Department with client billing, including pro formas, narrative edits, OCG compliance, time transfers, invoice tracking, collections support, and timely invoice distribution.
Manage attorney calendars, contacts, meetings, conference rooms, travel arrangements, itineraries, and expense reports; coordinate court-related scheduling and client-facing logistics as needed.
Provide general administrative support, including correspondence handling, mail coordination, phone coverage, visitor reception, and other duties as assigned.
Demonstrate commitment to continuous learning, technology adoption, and professional development.
Partner with Manager to resolve work issues and employee conflicts.
Partner with Manager to design and implement secretarial/attorney assignments and workflow.
Interface and collaborate with other departments, managers, attorneys and LTAs.
Assist with collecting feedback from attorneys on performance, including annual evaluation process.
Assist with coordinating overflow work requests / arrange overtime coverage.
Assist with screening and interviewing candidates; coordinate onboarding process.
Provide guidance and mentoring to staff on policies and procedures.
Manage tasks related to attorney/team rotations and assignment changes.
Support manager with tracking employee attendance, vacation requests and sick days; approve time records in a timely manner.
Arrange for and coordinate coverage during extended leaves.
Validate, process, and track vendor invoicing.
Assist in planning events for Secretarial Services department.
Participate in new technology pilots and rollouts; test and troubleshoot new systems; identify issues and recommend solutions.
Assess training needs and identify skills or knowledge gaps that need to be addressed.
Partner with the Manager to design and develop training programs and materials for Legal Team Assistants.
Conduct training for Legal Team Assistants on various workflows and technology tools. Gather feedback from trainees after each educational session.
Assist in organizing and maintaining training resources; track training credits in LMS.
Assist in development and management of LTA Professional Development Path in LMS.
Provide back-up support to Manager during absences which includes recording scheduled/unscheduled absences; distributing schedules; sending out coverage e-mails for absentee secretaries to assigned attorneys/team members; approving PTO (barring any conflicts), etc.