[Business/Real Estate] Legal Administrative Assistant

Job Summary

Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys, paralegals and other support staff members. Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters.

Responsibilities

• Perform other functions as requested or needed.
• Review, edit and finalize bills to ensure accuracy of input.
• Coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorney and clients.
• Ensure that the clients’ billing requirements are correctly setup.
• Follow up on requests made by attorneys, paralegals and clients.
• Set up, organize and maintain firm files. Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested. Designate disposition of files to either form files, attorney files or finish files as appropriate.
• Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• Track compliance with continuing legal education requirements and report same to appropriate authorities.
• Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients and staff promptly. Assist callers as appropriate in attorney’s absence. Refer callers to other attorneys and respond to inquiries when appropriate.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Sort, scan, distribute and file incoming and outgoing mail promptly upon receipt. Open and review materials as directed.
• Compose routine correspondence for attorney signature.
• Track and assist with administrative and transactional matters; prepare and compile RE closing binders in connection with transactional matters.
• Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, updating of closing binders, etc.
• Coordinate mass mailings, including filings with the state and federal courts.
• Assist with drafting, proofreading, redacting, and editing various documents and contracts for correct spelling, grammar, punctuation, format and content. Finalize and distribute to clients, attorneys and staff. Ensure deadlines are anticipated and met.

Knowledge, Skills and Abilities Required

• Three to five years of relevant law firm experience.
• Demonstrated ability to be a team player. A can-do attitude.
• Ability to work more than 37.5 hours per week when required to complete specific projects or tasks.
• Strong problem-solving skills.
• Strong technical aptitude. Intermediate Microsoft Word skills required. Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel, Outlook and PowerPoint and databases. Proficient in Adobe.
• Ability to anticipate needs of attorneys and paralegals.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Ability to work independently and locate information from internet, court and other public sources.
• Excellent written and oral communication skills. Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.

To apply, please submit your cover letter and resume to Heather Higgins at [email protected].