Legal Executive Assistant III

About the role

Perform administrative and secretarial support for the firm as a whole and specifically for the attorneys to whom assigned.

Responsibilities

• Draft and edit correspondence, legal documents, memoranda, spreadsheets, and other written material as needed for attorney review and under attorney supervision.
• Revise and compare documents, including blacklining.
• Generate Tables of Authorities (TOA) and Tables of Contents (TOC) using Best Authority.
• Review documents for accuracy in formatting, spelling, and grammar.
• Prepare documents for filing and provide notarization services, as needed.
• Arrange and coordinate travel itineraries, including flights, accommodations, ground transportation, and meeting schedules.
• Prepare and submit expense reports for review and processing, ensuring accuracy and adherence to firm guidelines.
• Organize and maintain client files using various tools and databases.
• File case documents and emails in iManage.
• Maintain paper and electronic files in line with firm policies.
• Collaborate with the Records Department to create, update and archive client files.
• Assist with billing processes, including processing vendor invoices, prepare monthly client accruals and/or forecast reports (if applicable), reviewing and editing proformas to ensure accuracy and compliance with client guidelines.
• Monitor billable time entries and expenses for consistency and formatting.
• Coordinate with attorneys and the billing department to address discrepancies or adjustments.
• Work with billing team to prepare final invoices for submission to clients.
• Enter attorneys' billable and non-billable time into the firm's timekeeping system (inTapp) in compliance with firm policies and client guidelines.
• Coordinate with attorneys to follow up on missing or incomplete time entries.
• Coordinate with attorneys to meet time entry submission deadlines.
• Assist with the new matter opening process by gathering and entering relevant client and matter information into the firm's database.
• Work closely with the Conflicts and Intake Compliance Team throughout the matter opening process.
• Ensure compliance with firm and regulatory requirements during the intake process.
• Work with Pricing Team and attorneys' on rate approvals, if necessary.
• Provide general administrative assistance, including but not limited to, managing and prioritizing incoming and outgoing correspondence in both physical and electronic formats.
• Arrange for federal express, messenger services, or other specialized mail as needed.
• Review and screen phone calls and take messages.
• Schedule depositions, arbitration, meetings, maintain attorneys' calendars and contacts, manage memberships, track CLE, and renew bar registrations.
• Reserve conference rooms, coordinate meal orders, etc. as needed.
• Interact with other firm departments and resources in order to ensure completeness and accuracy or work product.
• Assist with overflow requirements or special firm projects.
• Provide coverage for Legal Assistants who are absent, as required.
• Maintain a neat and organized workspace.
• Perform other duties as assigned.

Qualifications

• Minimum of 6–10 years legal secretarial experience required.
• High School diploma or equivalent.
• Some college preferred.

Skills

• Demonstrated strong project management and/or presentation skills.
• Demonstrated strong writing, editing, and research skills.
• Excellent attention to detail skills.
• Demonstrated capacity for significant timekeeping.
• Ability to manage multiple tasks and projects and complete them under time constraints.
• Ability to exercise discretion and independent judgment in carrying out responsibilities of the job.
• Excellent communication skills.
• Demonstrated excellent analytical and research skills.
• Demonstrated strong professional customer service skills.
• Working knowledge of Microsoft Office, Word, PowerPoint, Excel and must remain current on all Steptoe software where it impacts the responsibilities of the position.
• Highly organized.
• Team player.

Schedule

• Must be available to work beyond regular hours.
• Must be able to work under tight deadlines and in stressful situations.
• Available to work in the office from 9:00 a.m. – 5:00 p.m. Monday through Friday.

Pay

The anticipated base salary range for this position is $97,000. The actual base salary offered will be dependent upon the applicant's experience and qualifications, as well as other job-related factors, including but not limited to, relevant skills, education, certifications or other professional licenses held, and if applicable, geographic location.

Benefits

Steptoe offers a full range of benefits for you and your eligible dependents. Benefits currently include: medical, dental, vision, life, disability, dependent care, health care flexible spending accounts, 401K Plan, Profit-Sharing, Paid Time-Off and a robust Wellness Program.