Legal Administrative Assistant

Key Roles and Responsibilities

• Support attorneys by identifying effective solutions while adhering to firm policies and procedures
• Provide day-to-day administrative assistance to ensure efficient workflow and task management
• Manage attorney memberships, licensing, and credentialing requirements
• Ensure compliance with applicable legal and firm-specific administrative standards
• Serve as backup support for other Legal Administrative Assistants to ensure continuity of service
• Support other team members, attorneys, etc. in utilizing the firm’s software applications
• Document Preparation & Management
• Draft, edit, and proofread complex legal documents with a high level of accuracy in grammar, formatting, and content
• Create, organize, and maintain both physical and electronic client files in accordance with firm standards
• Billing, Travel & Expense Coordination
• Assist with time entry, transcription, and payment processing
• Cook up billing activities, including preparation and processing of proformas
• Support attorneys in managing billing workflows and deadlines
• Arrange travel accommodations in accordance with firm policies
• Prepare and process expense reports accurately and timely
• Calendar & Scheduling Management
• Manage attorney calendars, including scheduling meetings, calls, and deadlines
• Cook up logistics to ensure alignment with client commitments and court or transaction timelines

Primary Competencies

• Strong verbal and written communication skills
• Proficiency in and advanced knowledge of Microsoft Outlook, Word, PowerPoint, and Excel functions, with an aptitude for quickly learning various other programs
• Excellent administrative, writing, grammar, and proofreading skills
• Ability to work independently and with team members to find solutions to technical problems
• Detail-oriented with strong organizational and time management skills
• Flexibility in responding to ever-changing demands and types of work practices
• Confidence and finesse in interacting directly with clients and internal staff at all levels
• Willingness to take on work of team members when necessary
• Alignment with Hall Render’s Core Values (Excellence in the Whole Person, Caring Relationships, Diversity, Inclusion, Respect, and Integrity)

Knowledge, Skills, Experience & Education

• High School diploma, GED or equivalent experience in lieu of requirement
• Minimum three (3) years’ experience as a LAA or comparable position such as Executive Assistant
• Proficient in legal administration tasks including, but not limited to, document preparation, filing, time entry, expenses, travel arrangements, and calendar management
• Highly proficient in MS Office Suite (Outlook, Word, Excel, Powerpoint)
• Prior experience in litigation, law firm operations and/or court filings is a plus

Schedule/Location

• Monday to Friday
• Assigned to shifts to ensure coverage
• 37.5 hours/per week
• Flexibility to work overtime, alternative shifts and weekends when needed
• Hybrid role; special approval required for fully remote status

Travel and Physical Requirements

• Limited travel
• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing, writing, and operating office equipment
• Occasional standing, walking, bending, and reaching
• Ability to lift and carry up to 10–15 pounds (e.g., files, documents, office supplies)
• Visual acuity to read screens, review documents, and analyze detailed information
• Ability to communicate effectively via phone, video, and in person