Legal Administrative Assistant

About the role

This position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers in the Real Estate and Business Transactions practice groups. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

Responsibilities

• Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality.
• Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits.
• Work collaboratively and cooperatively with other shared services departments.
• Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines.
• Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax).
• Schedule and coordinate conference rooms including hospitality, facility and technology needs.
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts.
• Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary.
• Review and submit conflict checks, new clients and client matters.
• Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner.
• Submit check requests and prepare/submit expense reimbursements.
• Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers.
• Type, format, edit, and save documents in document management system; responsible for transcribing dictation.
• Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons.
• Cooky/coordinator travel arrangements and prepare itineraries.
• Track and report CLE hours for assigned attorneys.

Qualifications

• Education: Some college preferred, not required.
• Experience: A minimum of one (1) year of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred. Real Estate law or Business Transactions law experience is preferred.
• Technical Skills: Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

Supervisory Responsibility

None, individual contributor.

Working Conditions

Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams. Occasional travel to court, other office locations, or external administrative sites may be required. Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters. Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

Physical Requirements

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.