Legal Administrative Assistant

The Legal Administrative Assistant (‘LAA’) provides high-level administrative and secretarial support to lawyers, paralegals, and administrators in various practice groups. The LAA may also provide billable and non-billable legal support as determined by the attorneys. This position requires a person who has strong communication, organizational and time management skills with the ability to work with a team and independently.

Job Duties

The following are essential job duties and responsibilities of the Legal Administrative Assistant.This list is not exhaustive, and other duties may be assigned as necessary.

• Provides word processing and document production services. Utilize office services support as appropriate.


• Drafts correspondence, having knowledge of common documents for applicable departments. For example, in litigation; pleadings, complaints, subpoenas, interrogatories, deposition notices, pretrial orders.


• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.


• Prepares documents for mailing with special attention given to completeness of enclosures, etc.


• Files court documents electronically.


• Handles time entry and client billing, including electronic billing. Manages the process to ensure timely completion.


• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with billing attorney as necessary.


• Ability to extract appropriate billing information as requested.


• Organizes files and databases; maintain documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.


• Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.


• Processes reimbursement requests.


• Dockets case/matter deadlines. Keeps attorneys apprised of deadlines.


• Tracks attorneys’ CLEs.


• Provides back‑up assistance to other administrative assistants and staff members as required.


• Notarizes documents as requested.

Requirements

Experience: 3-5 years of administrative experience in a law firm or legal services industry.

Knowledge/Skills and Abilities:

• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint; familiar with current version of software. Ability to execute advanced formatting; table of contents, table of authority.


• Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.


• Excellent knowledge of grammar, spelling and punctuation.


• Legal writing skills, knowledge of legal terminology.


• Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.


• Strong oral and written communication skills.


• Strong customer service orientation.

Essential Physical Demands

• Ability to sit for extended period of time and use a keyboard and other office machinery.

The target base pay range for this role in New York is $60,000-$75,000 and is dependent on experience and other relevant factors, including geography.