What are the responsibilities and job description for the Executive / Legal Administrative Assistant position at Bowman and Brooke?
We have an exciting new opportunity in our Orlando office! Join our national law firm as we continue to grow and thrive!
Bowman and Brooke LLP is a nationally recognized trial firm, specializing in many types of defense litigation, including having one of the largest product liability practices in the country. The firm defends corporate clients, including Global 500 and internationally based companies, in high-exposure and technically intricate lawsuits in multiple jurisdictions. Bowman and Brooke’s experienced trial lawyers are Courtroom Tested and Verdict Vetted®.
Position Summary: This position will proactively work with the Firm Chair to provide advanced administrative and legal support to ensure a smooth flow of day-to-day activities. This position has high visibility within the Firm and has a wide range responsibilities from administrative duties, legal support, and project management. As an Executive/Legal Administrative Assistant you will collaborate with other Bowman and Brooke partners and employees and be able to work independently with little supervision following initial training. This position is located in our Orlando (Lake Mary), FL office.
The ability to interact with attorneys and staff in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
Job Responsibilities
General Administrative Support
- Maintain a high level of confidentiality with all Firm business
- Coordinate travel arrangements and prepare itinerary including details of flight, hotel, ground transportation, destination addresses and directions
- Manage Outlook calendar and function as a gatekeeper for all internal and external meetings
- Coordinate conference calls (e.g., clients, experts, executive committee mtgs)
- Assist with all clerical support and miscellaneous administrative functions (e.g., incoming and outgoing mail, electronic correspondence, data-entry, etc.)
- Track Continuing Legal Education (CLE) compliance and communicate missing hours timely
- Develop and format PowerPoint presentations for internal and external meetings
- Follow-up as needed with partners and associates on projects and requests
- Accurately process all expense reports in a timely manner
- Timely communicate all conflict checks
- Communicate critical deadlines and due dates
- Attend internal meetings, take notes, and follow-up as needed
- Assist with day-to-day activities as needed
Legal Administrative Support
- Prepare and format legal documents, correspondence, and pleadings
- Proofread pre-bills and highlight any potential errors (billing language, rates, etc.)
- Maintain and organize client files and case documentation
- Electronically file documents in state and federal courts
- Support with trial preparation, including document organization
- Track pro hac vice admissions
- Open new files
Competencies, Skills & Abilities
- Advanced computer skills and proficiency with MS Office Suite (Word, Excel, PowerPoint)
- Experience using a document management system, iManage preferred
- Exceptional people skills required
- Must be well-organized, flexible and enjoy the administrative challenges of supporting executive level work
- Maintain a positive, “can do” attitude and promote teamwork
- Expert level written and verbal communication skills
- Strong decision-making ability
- Attention to detail
- Ability to work occasional overtime
Minimum Education, Certification and Experience Requirements
- High school degree or equivalent required
- 4-year college degree preferred
- Specialized secretarial or administrative coursework desirable
- 5 years of experience as an executive assistant required
- 5 years of legal secretary experience required, preferably product liability
We offer a competitive compensation and benefits package including comprehensive medical, dental, and vision insurance; firm paid life and disability insurance; a generous paid time off policy; retirement savings plan with employer profit sharing contributions; nine paid holidays and more!
You won't want to miss this opportunity. We look forward to reviewing your resume and meeting you to discuss this position!
Visit us on the web to learn more about our firm: www.bowmanandbrooke.com.
