Administrative Assistant

Responsibilities

• Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter and subfolder
• Review legal and administrative materials to determine appropriate filing locations
• Distribute incoming electronic mail and documents to assigned attorneys
• Ensure documents are filed promptly and are accessible where and when they are needed
• Maintain electronic files, ensuring they are consistently updated and well organized
• Draft response documents for attorney review and completion, following established firm formatting standards (discovery shells, etc)
• Provide general administrative support to Legal Assistants and Paralegals, including backup calendaring support when needed and subpoena follow ups with providers
• Aid with case-related administrative tasks during high-volume periods
• Support office operations by packaging and shipping mail and checks as needed as well as printing and filing jobs
• Provide limited facilities support as needed to maintain smooth day-to-day operations
• Identify and flag discrepancies in captions, service lists, or filed documents for attorney review

Qualifications

• Experience with state, federal, and Virgin Islands filings is a plus
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook (iManage experience is a plus)
• Experience drafting or reviewing legal documents
• Strong organizational skills and meticulous attention to detail
• Ability to manage time effectively and deliver high-quality work
• Prioritization and problem-solving skills
• Proven discretion with confidential information
• Self-starter with the ability to work both independently and collaboratively
• Resourcefulness and proactive nature
• Openness to feedback and a willingness to continue learning and growing in the role