Legal Administrative Assistant (LAA) - Transactional

About the Role

This non-exempt position performs full legal administrative duties for attorneys under minimal supervision, requiring a high degree of independent judgment and discretion, along with thorough knowledge of organizational procedures and precedents.

Responsibilities

• Performs legal administrative functions, including processing new client/matter requests, client bills, time reports, and expense reports.
• Handles word processing of drafts, revisions, and final documents for client-related matters (correspondence, memoranda, bills, timesheets, project work), including proofreading and redlining for accuracy, copy, and format.
• Copies, distributes, sends (electronically and/or via mail, courier, or express service), files, and otherwise handles completed work.
• Maintains physical and electronic files and contacts.
• Coordinates meetings, appointments, and client/guest reception; maintains attorney appointment calendars.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders as needed.
• Handles incoming and outgoing mail.
• Provides legal administrative assistance to summer associates, visiting attorneys, and attorneys whose LAA is absent, including overflow support.
• Occasionally coordinates courier services for document delivery or collection.
• Performs other related duties as assigned.

Requirements

• Three or more years of experience working in a mid- or large-sized law firm.
• Working knowledge of general office procedures and strong familiarity with legal terminology related to general legal concepts and specific areas of assignment.
• Working knowledge and experience with the firm’s technology and applications (NetDocuments, Interaction, Chrome River, Emburse, Intapp strongly preferred).
• Prior experience handling expense reports, client bills, multi-line phones, and conflict-checking forms.
• Experience working with Interaction or another client relationship management database is strongly preferred.
• Prior experience supporting more than one attorney is required.
• High school diploma or equivalent; two years of college or equivalent work experience preferred but not required.

Skills

• Advanced word processing/computer skills utilizing MS Word, Excel, Outlook, PowerPoint, Adobe, and other software programs.
• Excellent written and verbal communication skills, including grammar, spelling, and punctuation.
• Strong phone etiquette, attention to detail, and follow-through skills.
• Knowledgeable in legal filing and record-keeping practices relevant to the specific practice.
• Highly organized with the ability to multi-task and meet deadlines.
• Strong customer service skills and ability to work effectively as part of a team.
• Flexibility and adaptability in a dynamic environment.

Physical Demands

• Ability to move around the office up to 15% of the time for tasks such as copying, faxing, and filing.
• Remains stationary at least 85% of the time.
• Regular operation of computers and office productivity machines (e.g., fax, copier, printer).
• Occasionally required to move documents or files weighing up to 15 lbs.
• Constant communication and exchange of information with attorneys, clients, and staff.
• Able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

• Office environment.
• Overtime required.