Legal Administrative Assistant

Essential Duties And Responsibilities

• Estate Planning and Tax
• Assist attorneys and paralegals with estate planning, trust, probate, and tax-related legal documents.
• Prepare, assemble, copy, scan, bind, and distribute client tax returns, IRS filings, and other tax-related documents.
• Prepare and process specialized filings and correspondence with the Internal Revenue Service (IRS) and other governmental agencies.
• Corporate
• Prepare and maintain corporate records, including the creation of stock certificates and related corporate documentation.
• Process new client and matter intake, including preparing and submitting conflict checks, engagement letters, screening forms, and new matter requests using the firm's intake and case management systems.
• Assist with the preparation, organization, filing, and maintenance of corporate legal documents and records.
• Prepare and electronically file corporate documents with appropriate governmental agencies and regulatory entities.
• Real Estate
• Provide day-to-day administrative support to attorneys and paralegals in the preparation, recording, filing, and transmittal of real estate legal documents.
• Coordinate and organize documents for real estate transactions, ensuring files are complete, accurate, and available for meetings, closings, and other transaction-related activities.
• Review and maintain real estate transaction files to ensure all required documents are properly organized, filed, and readily accessible.
• Litigation
• Prepare, revise, proofread, and electronically file pleadings, motions, correspondence, and other litigation documents with courts and other entities.
• Cook up litigation calendars, including hearings, depositions, court appearances, and related deadlines.
• Gather and organize documents and exhibits from firm records, document management systems, the Records Department, and other resources in preparation for hearings, depositions, meetings, and trials.
• Maintain litigation files, ensuring all pleadings, discovery materials, correspondence, and exhibits are complete, properly organized, and readily accessible.

Additional Responsibilities

• Exercise independent judgment in prioritizing daily work assignments to ensure high-priority tasks are completed accurately and within established deadlines.
• Maintain attorneys' calendars by scheduling appointments, meetings, hearings, closings, depositions, and other important dates; coordinate meeting materials, gather supporting documents, and provide reminders as needed.
• Coordinate domestic and international travel arrangements and prepare detailed itineraries.
• Review, prioritize, and process incoming and outgoing correspondence, including mail, courier deliveries, and specialized shipments, ensuring all required attachments, exhibits, and enclosures are included.
• Answer, screen, and direct telephone calls, responding independently to routine inquiries while exercising discretion in escalating urgent matters to attorneys or appropriate personnel.
• Enter, review, and maintain attorney time entries and billing information in accordance with firm policies and procedures.
• Prepare, process, and submit attorney expense reports in a timely manner.
• Establish, maintain, and organize electronic and physical client, attorney, and matter files using the firm's document management and case management systems, collaborating with the Records Department and other firm resources as needed.
• Collaborate with the Records Department, Office Services, and other firm personnel to ensure efficient workflow and document management.
• Absorb overflow work and provide cross-functional support as needed.

Knowledge, Skills And Abilities Required

• High school diploma or GED required; one to two years of post-high school education preferred.
• Three to five years of legal support experience, with strong litigation support skills, required.
• Experience supporting Estate Planning, Health Care and/or Corporate Finance is a plus.
• Knowledge of state, federal and appeal court procedures, including Pacer and ECF filing procedures, is a plus.
• Proficiency in Microsoft Office Suite, including Word (styles and tables), Outlook, Excel and PowerPoint.
• Knowledge of NetDocuments, Intapp Open, FileTrail and Chrome River helpful.
• Ability to use a redlining tool.
• Excellent written and verbal communication skills, including grammar, spelling and proofreading.
• High level of organizational skills, with ability to multi-task and independently meet deadlines.
• Ability to deliver superior, professional services to all internal and external clients.
• Exceptional attention to detail required ensuring documents/correspondence are error-free.
• Must be meticulous in actively seeking out inconsistencies, errors, or missing information before moving forward.
• High degree of confidentiality regarding clients, guests, documents and conversations.
• Flexibility to work overtime when required.
• Typing speed of 55+ wpm.

Great Benefits For Great People

• Comprehensive benefits package including competitive health, dental, and vision insurance plans, flexible paid time off (PTO), holiday leave, and a retirement savings plan with profit sharing for eligible employees.
• Other benefits include flexible spending programs, health savings account, commuter benefits, and personal and parental leave programs.
• Access to wellness programs and mental health support.
• Professional development programs and a supportive and inclusive workplace culture.
• Variety of employee discounts and perks.

E-VERIFY

• Dykema uses E-Verify in its hiring practices to achieve a lawful workforce.

EEO STATEMENT

• It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.
• Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.