Legal Administrative Assistant (General Counsel Team)

FLSA Status: Non-Exempt

About the role

Under general direction, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers on our internal General Counsel Team. The role supports legal and client matter activities by tracking certifications, assisting with processing litigation holds and screens, coordinating communications, maintaining files and records, preparing and processing documents, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, creative problem-solving skills, knowledge of firm shared services teams, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet changing deadlines, and regularly exercise independent judgment.

Responsibilities

• Maintain contract and legal matter databases.
• Pull reports and create organization systems to assist with necessary litigation holds and screens.
• Track claims and coordinate timely reporting to ALAS and Firm leadership.
• Annual policy certifications review and maintenance for firmwide training (AI, harassment, cybersecurity), policy acknowledgment, partnership agreement signatures.
• Monitor firm contract execution statuses and contract repositories.
• 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.
• 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.
• Submit check requests and prepare/submit expense reimbursements.
• Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons.
• Coordinate travel arrangements and prepare itineraries.
• Track and report CLE hours for assigned attorneys.
• Interact with clients and participate in meetings discussing sensitive or confidential matters.
• Assist timekeepers with daily filings and legal research.
• Organize, analyze, and identify relevant judicial decisions, statutes, legal articles, codes and other pertinent materials from various jurisdictions.
• Provide event planning and coordination support as needed.
• Has gained proficiency in multiple competencies relevant to the job.

Requirements

• A minimum of three (3) years of administrative assistant experience is required.
• Experience working in a legal environment (law firm or in-house legal department) is highly preferred.
• Experience with multiple areas of law is also highly preferred.
• Experience with litigation and electronic filings is required.
• Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

Qualifications

Some college preferred, not required.

Pay

Compensation will be determined based on location, skillset, experience, training, licenses, certifications, and other business or organizational needs. The anticipated hourly pay will vary by location, as outlined below:

• Kansas City, Nashville, Phoenix, Tampa, Tulsa: $33.00 - $36.00
• Austin, Chicago, Dallas, Denver, Houston, Sacramento: $36.25 - $39.50
• Oklahoma City, Santa Fe: $30.50 - $33.00
• Santa Monica, Washington DC, New York: $39.75 - $43.00
• San Jose: $42.85 - $46.50

Schedule

Monday through Friday, 37.5 hours per week. Hybrid work environment with 1 day per week in office.

Benefits

• Medical
• Vision
• Dental
• Paid Time Off (PTO)
• 401k
• Life Insurance
• Disability Insurance

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.
• Occasional bending, reaching, and handling of office equipment.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.