Legal Administrative Assistant

About the role

We are seeking a highly organized and service-oriented Attorney Assistant to provide administrative and legal support to attorneys and other team members in a fast-paced legal environment. This role is ideal for a proactive professional who enjoys managing multiple priorities, building strong client relationships, and serving as a trusted partner to attorneys.

Responsibilities

• Manage attorney calendars, scheduling meetings and coordinating with clients and colleagues across multiple time zones.
• Serve as a primary point of contact for clients, providing responsive, professional, and high-quality service.
• Review and prioritize attorney emails and phone calls, helping to manage workflow and administrative responsibilities.
• Maintain client and contact information within firm databases and marketing systems.
• Open new matters, conduct conflict checks, and prepare engagement letters.
• Enter, review, edit, and finalize attorney time entries.
• Handle monthly client billing, including electronic billing, proforma review, narrative edits, budget tracking, and client inquiries.
• Prepare expense reports and process vendor invoices.
• Cook up, process, and coordinate domestic and international travel arrangements.
• Prepare, edit, format, proofread, and finalize legal and business documents.
• Organize and maintain client files, including records retrieval and off-site storage coordination.
• File legal documents with state and federal courts; e-filing experience is required.
• Prepare annual and supplemental audit letter responses.
• Prepare quarterly Lobbying Disclosure Act reports.
• Cook up, process, and coordinate conference calls, video conferences, client meetings, catering, and audiovisual requirements.
• Aid in special projects and provide support to team members as needed.
• Maintain the highest level of confidentiality regarding firm and client information.
• Utilize technology and firm resources to improve efficiency and client service.

Qualifications

• Strong organizational, prioritization, and multitasking abilities.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office Suite.
• Exceptional attention to detail and commitment to producing high-quality work.
• Strong problem-solving skills and a proactive approach to work.
• Able to adapt to changing priorities and deadlines.
• Commitment to outstanding client service.
• Able to build effective relationships with attorneys, colleagues, and clients.
• Willingness to learn, take initiative, and contribute to a collaborative team environment.

Preferred Experience

• Two (2)+ years of administrative support experience.
• Experience within a law firm or professional services environment.
• Legal billing and electronic billing experience.
• Knowledge of legal terminology, court procedures, and legal documentation.
• Microsoft Office Specialist (MOS) certification.
• Associate or bachelor's degree.