Legal Administrative Assistant

We are seeking a highly organized and detail-oriented Legal Administrative Assistant to provide comprehensive administrative and secretarial support to attorneys and legal teams in a fast-paced professional services environment. This role requires exceptional organizational skills, discretion, strong communication abilities, and the capacity to manage multiple priorities while maintaining a high standard of accuracy and client service.

The Legal Administrative Assistant plays a critical role in supporting attorneys with daily administrative functions, document management, scheduling, travel coordination, timekeeping, billing support, and client interactions.

Work Arrangement: Hybrid (4 days in office, 1 day remote)

• Provide high-level administrative and secretarial support to attorneys and legal professionals.
• Prepare, revise, proofread, and format legal documents, correspondence, reports, presentations, and other materials.
• Draft routine communications and documents based on attorney instructions.
• Maintain attorney calendars, schedule meetings, and coordinate appointments.
• Coordinate conference room reservations, audiovisual requirements, catering needs, and visitor arrangements.
• Answer and direct telephone calls and serve as a professional point of contact for clients and internal stakeholders.
• Organize and prioritize workload to ensure deadlines are consistently met.

• Coordinate domestic and international travel arrangements.
• Prepare detailed travel itineraries.
• Process expense reimbursements and travel-related documentation in a timely manner.

• Maintain electronic and physical files in accordance with organizational records management procedures.
• Organize, store, retrieve, and archive documents as needed.
• Ensure documents are accurately indexed and accessible.
• Assist with scanning, filing, and electronic document management activities.

• Maintain attorney time records and submit finalized entries in accordance with established deadlines.
• Support billing processes by reviewing, preparing, and coordinating client invoices.
• Assist with opening new matters and maintaining client and matter information.
• Ensure compliance with client billing requirements and guidelines.

• Collaborate effectively with other Legal Administrative Assistants and support staff.
• Provide backup coverage and assist with overflow work when needed.
• Share best practices and provide guidance to team members.
• Foster a collaborative, professional, and service-oriented work environment.

• Serve as an immediate point of contact for attorneys, clients, and visitors.
• Greet and assist visitors and coordinate guest access as needed.
• Retrieve, organize, and prepare physical files and materials.
• Assemble binders, meeting materials, and document packages.
• Print, scan, copy, and distribute documents.
• Manage incoming and outgoing mail and courier deliveries.
• Monitor office equipment and coordinate service requests when necessary.
• Respond to urgent requests requiring in-person assistance.

• Maintain confidentiality and discretion regarding sensitive legal, client, and organizational information.
• Participate in training and professional development opportunities.
• Perform additional responsibilities as assigned to support departmental operations.

• High School Diploma or equivalent required.
• Associate's or Bachelor's degree preferred.

• Prior administrative, executive assistant, legal secretary, or legal administrative support experience required.
• Experience supporting attorneys or legal professionals strongly preferred.

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal and customer service skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Critical thinking and problem-solving capabilities.
• Ability to work independently and collaboratively.
• Demonstrated ability to prioritize tasks and meet deadlines.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Experience with legal document management, timekeeping, billing, and records management systems is preferred.
• Ability to learn and adapt to new technologies and processes.

• Ability to work on-site as required.
• Ability to use standard office equipment, including computers, printers, scanners, and copiers.
• Ability to handle physical documents and office materials as needed.

Reports To: Legal Administrative Assistant Supervisor or Manager

Status: Non-Exempt

Workplace Type: Hybrid (4 days in office, 1 day remote)

We are an Equal Opportunity Employer and are committed to creating an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, sexual orientation, gender identity, or any other legally protected characteristic.

We will consider qualified applicants with criminal histories in accordance with applicable federal, state, and local laws.