Legal Administrative Assistant

Under general supervision, the Legal Administrative Assistant performs a variety of specialized and complex secretarial and administrative support functions for two or more timekeepers, and performs other work as required. This role requires exceptional organizational skills, attention to detail, and the ability to manage legal documentation, client communications, and estate planning records while ensuring compliance with legal procedures.

Responsibilities:  

• Manage complex calendar scheduling, including client meetings, calls, deadlines, teleconferences, networking events, and court appearances.
• Draft, edit, and finalize legal documents, including estate planning documents, ensuring accuracy, proper formatting, and consistency.
• Organize, maintain, and close both physical and electronic client files in NetDocuments, adhering to established folder structures and naming protocols.
• Scan, copy, and file legal documents, ensuring accuracy and accessibility.
• Prepare general correspondence, including letters and client communications.
• Serve as a primary point of contact for clients, handling inquiries professionally via phone, email, and in-person interactions.
• Coordinate the execution, notarization, and distribution of estate planning documents.
• Conduct legal research, prepare filings, and submit documents to courts and agencies under attorney supervision.
• Assist with new client and matter intake, ensuring timely and complete submission of required forms.
• Process and track expense reports, credit card reconciliations, and reimbursements.
• Collaborate with the Accounting team to retrieve invoices, review trust and payment histories, and monitor outstanding balances.
• Prepare and coordinate outgoing mail, including USPS, FedEx, and courier services.
• Provide backup support to reception and assist with front-office operations as needed.
• Perform additional administrative duties as required.

Requirements:  

• Proactive work style with strong analytical skills needed for reading, researching, reviewing, verifying, and routing correspondence, reports, and legal documents. 
• Ability to stay ahead of deadlines, prioritize tasks and projects, and anticipate attorney and client needs.  
• Excellent production skills, capable of producing accurate work when transcribing, formatting, inputting data, editing, copying, scanning, and transmitting text, data, and graphics. 
• Strong written and verbal communication skills with proficiency in grammar and spelling. 
• Exceptional client service skills with a proven record of building effective relationships with internal and external clients. 

Qualifying Experience:  

• Bachelor’s degree or equivalent experience. 
• 3 years of experience in administrative support in the legal or professional services sector. 
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint), Internet research skills, document management systems, and attorney time entry software. 

Physical Requirements and Work Environment 

Physical Requirements: Involves prolonged periods of sitting and computer use, as well as standing, walking, and using hands. Tasks require strong visual abilities and effective oral communication skills. Occasional lifting of up to 15 lbs. 

Work Environment: Typical office environment, the noise level in the work environment is usually moderate. 

EEO Statement: We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status. We are committed to diversity and inclusion in our workforce. 

Disclaimer: This job description is not a contract, and the firm reserves the right to modify duties and responsibilities as needed with or without notice.