[ref. z07233602] Administrative Assistant

The ideal candidate will bring experience in legal administration, a team-oriented mindset, and a proactive approach to managing workloads.

• Administrative Support: Provide comprehensive administrative support to attorneys and paralegals, including managing calendars, coordinating meetings, and handling correspondence.
• Document Preparation: Draft, format, proofread, and finalize legal documents such as memos, contracts, pleadings, briefs, and client communications while ensuring accuracy and compliance with court filing requirements.
• File Management: Maintain and organize client files (physical and electronic) to ensure timely access to important documents; assist with legal discovery document management as needed.
• Client and Court Interaction: Act as the point of contact for clients, courts, and opposing counsel by answering inquiries, scheduling calls, and transmitting relevant information between all parties.
• Travel Coordination: Arrange travel accommodations and itineraries for attorneys, as necessary, ensuring appropriate scheduling and budget considerations.
• Case Management: Support attorneys in case management tasks, including tracking deadlines, filing court documents, and coordinating reminders for time-sensitive matters.
• Billing and Time Entry: Oversee accurate entry of billable hours, client billing, and expense reports in compliance with the firm’s policies and tools.
• Research Assistance: Conduct basic legal research and compile relevant statutes, regulations, or case law as requested by attorneys.
• Meeting Preparation and Follow-ups: Prepare agendas, transcribe meeting notes, and ensure follow-up on action items from team meetings.
• Education: High school diploma or equivalent required (associate or bachelor’s degree preferred). Paralegal certification is a plus.
• Experience: 1–3 years of legal administrative or assistant experience within a law firm or corporate legal department. Knowledge of legal terminology and procedures is essential.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required. Familiarity with legal research software, document management systems, and e-filing platforms is a plus.
• Communication Skills: Excellent written and verbal communication skills, with the ability to professionally interact with clients, legal staff, and court personnel.
• Attention to Detail: Strong proofreading skills and an ability to deliver work with a high degree of accuracy.
• Time Management: Exceptional organizational and multitasking skills with the ability to prioritize tasks in a deadline-driven environment.
• Discretion and Confidentiality: Must maintain strict confidentiality regarding sensitive matters and client information.
• Team-Oriented: Capable of working collaboratively within a team but also comfortable managing independent tasks.