Legal Administrative Assistant (STL)

About the role

The LAA is responsible for producing a variety of work product related to the attorney/client interaction. Work product includes but is not limited to, the production of documents; the management of time entry; coordination and facilitation of travel plans, meetings, electronic and face-to-face communications; handling of incoming and outgoing mail and other correspondence; expense entry; and file maintenance. The LAA must be able to work effectively with a variety of law firm members, including numerous lawyers, paralegals, and staff members. In all situations, it is expected that the LAA will maintain the highest levels of respect, confidentiality and professionalism in the execution of the responsibilities. This position reports to the LAA Supervisor/Office Manager; on a day to day basis, works under the direction of the attorneys and paralegals to whom the Legal Administrative Assistant (LAA) is assigned.

Responsibilities

• Legal Administrative Support (75%): typing and modifying legal documents accurately and within requested timeframes; coordinating lengthy and complex document preparation with Work Product Support Services as needed; preparing documents for e‑filing as required; reviewing and routing incoming mail; preparing and processing outgoing mail and faxes, arranging for specialized mail or messenger services as required; ensuring that all attachments, exhibits and enclosures are included; maintaining paper and electronic files in compliance with current policies; working with Information Governance Department to create and maintain client files and indexes; marking case or matter related documents as needed with filing instructions to ensure proper filing; performing routine filing and retrieving files as needed; professionally managing incoming calls, including client calls, assisting in coordinating timekeeper calendars, expense reports, travel and meeting arrangements; coordinating specific client dates with the Calendar/Docket Department as needed; preparing and processing new matter forms; receiving and directing clients and visitors; coordinating travel arrangements, preparing itineraries, and preparing travel expense reports; scheduling meetings and arranging for conference rooms and meals; maintaining and updating contact names and addresses in the contact database; communicating effectively with clients and others in the Firm; being proactive in anticipating the business needs of the assigned attorneys; planning ahead and meeting deadlines.
• Client Billing Coordinator (20%): preparing daily time entries for assigned attorneys utilizing Firm approved narrative guidelines and submitting in a timely manner to Accounting; preparing expense reimbursement/disbursement requests; coordinating client billing matters with Accounting billing staff, attorneys, and clients; preparing billing letters and other requested client financial updates; assisting attorneys with tracking and monitoring alternative fee arrangements; assisting attorneys with automation, tracking and monitoring of matter budgets.
• General and Administrative (5%): proactively demonstrating effective teamwork and providing assistance to other LAAs as time permits; serving as a backup LAA to assigned timekeepers; working cooperatively with other departments and individuals in the Firm; performing other duties as assigned