Legal Administrative Assistant

About the role

Performs a variety of secretarial duties for attorney(s) to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Responsibilities

• Solid working knowledge and a demonstrated high acumen in the operation of computer software applications, specifically Word, Outlook, iManage, Excel, PowerPoint, Adobe PDF, Emburse, and other firm software as required.
• Creates, edits, formats, and proofreads documents, spreadsheets, and presentations with the highest level of accuracy and attention to detail.
• Prepares legal documents from written and oral drafts and dictation, including creating shell pleadings and discovery in a properly formatted document.
• Creates Table of Contents; Table of Authorities; and other formatting items such as, headers, footers, signature blocks, etc.
• Creates drafts and standard correspondence to courts, clerks, and opposing counsel, etc. as required.
• Files pleadings with U.S. District Court (Massachusetts and nationally), and Massachusetts State Courts (all districts) and is adept at learning local rules for said courts.
• Knowledge of e-filing process and is adept at learning local rules for courts in multiple jurisdictions.
• Creates case files electronically and manages appropriately allowing attorneys to locate or pull items from those files efficiently. Circulates file-stamped copies of filings.
• Pulls documents and coordinate preparation of binders for items such as depositions, hearings and trial.
• Establishes and maintains attorney calendar and case deadline reminder systems with properly coordinating essential tasks that go along with calendared events (i.e., reserve conference room; making deposition arrangements).
• Communicates with clients by telephone or email as needed. Maintains accurate client contact information and reporting instructions.
• Schedules meetings and travel itineraries based on attorney calendar availability.
• Processes bills; proofs billing sheets; reviews and edits bills.
• SUBMIT ATTORNEY EXPENSE REPORTS AND INVOICES VIA ACCOUNTING SYSTEM.
• Processes new business requests by opening new matters; preparing and reviewing conflicts submissions; and closing matters appropriately.
• Ensures that attorney time is accurately input into CD Entry in a timely manner.
• Able to work with little supervision; prioritizes and anticipates work needs; works well under occasional periods of competing priorities and deadlines.
• Collaborates with administrative support staff (office services, word processing, accounting, IT, etc.) as necessary or appropriate to complete tasks.
• Performs legal assistant duties, as required.
• Other duties as assigned.

Qualifications

• Ability to proofread and perform editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters.
• Perform basic arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.
• Approximately three to five years on the job general litigation experience necessary in order to produce accurate litigation documents and correspondence with minimal supervision.
• Familiar with State Court and Federal Court filing guidelines, judges’ preferences and fees.
• Ability to learn multiple jurisdiction court e-filing requirements.
• Ability to organize and prioritize tasks, as well as complete them within established time constraints.
• Consult with attorneys when priorities conflict.
• Interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff to provide information with ordinary courtesy and tact.
• High level of interpersonal skills required to handle sensitive and confidential situations.
• Proven proficiency using legal terminology and experience working in various practice areas.
• The ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.
• Ability to effectively gather and summarize information to complete tasks.
• Ability to adapt to differing and individual styles and administrative tasks applicable to a variety of practice areas.
• Ability to provide outstanding customer service to internal and external clients/contacts.

Reasonable Accommodation Requests

Reasonable accommodation requests may be accommodated, absent undue firm hardship.