Legal Administrative Assistant

Description

The Legal Administrative Assistant (LAA) supports multiple attorneys on a wide variety of legal administrative and paraprofessional duties in a cohesive, team environment. Depending on practice area needs, this role may be specialized to support functions such as litigation, corporate transactions, real estate, or other legal disciplines, requiring adaptation to specific workflows, terminology, and court or transaction related processes.

Key Roles and Responsibilities:

Attorney & Administrative Support

• Support multiple attorneys by identifying effective solutions while adhering to firm policies and procedures
• Provide day-to-day administrative assistance to ensure efficient workflow and task management
• Manage attorney memberships, licensing, and credentialing requirements
• Ensure compliance with applicable legal and firm-specific administrative standards
• Serve as back-up support for other Legal Administrative Assistants, within the firm, to ensure continuity of service
• Support other team members, attorneys, etc. in utilizing the firm’s software applications

Document Preparation & Management

• Draft, edit, and proofread complex legal documents with a high level of accuracy in grammar, formatting, and content
• Create, organize, and maintain both physical and electronic client files in accordance with firm standards

Billing, Travel & Expense Coordination

• Assist with time entry, transcription, and payment processing
• Coordinate billing activities, including preparation and processing of proformas and client invoices
• Support attorneys in managing billing workflows and deadlines
• Arrange travel accommodation(s) in accordance with firm policies
• Prepare and process expense reports accurately and timely

Calendar & Scheduling Management

• Manage attorney calendars, including scheduling meetings, calls, and deadlines
• Coordinate logistics to ensure alignment with client commitments and court or transaction timelines

Primary Competencies:

• Strong verbal and written communication skills
• Excellent administrative, writing, grammar, and proofreading skills
• Ability to work independently and with team members to find solutions to technical problems
• Detail-oriented with strong organizational and time management skills
• Flexibility in responding to ever-changing demands and types of work practices
• Confidence and finesse in interacting directly with clients and internal staff at all levels
• Willingness to take on work of team members when necessary
• Alignment with Hall Render’s Core Values (Excellence in the Whole Person, Caring Relationships, Diversity, Inclusion, Respect, and Integrity).
• Ability to work under tight deadlines, when necessary.

Knowledge, Skills, Experience & Education:

• High School diploma, GED or equivalent experience in lieu of requirement
• Minimum three (3) years’ experience as an LAA or comparable position such as Executive Assistant
• Proficient in legal administration tasks including, but not limited to, document preparation, filing, time entry, expenses, travel arrangements, and calendar management
• Highly proficient in MS Office Suite (Outlook, Word, Excel, Powerpoint)
• Prior experience in litigation, law firm operations and/or court filings is a plus

Schedule/Location:

• Monday to Friday; core hours of 8:00am-5:00pm
• Ability to work overtime as needed
• Hybrid role (3 days/week in office); special approval required for exceptions

Travel and Physical Requirements:

• Limited travel
• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing, writing, and operating office equipment
• Occasional standing, walking, bending, and reaching
• Ability to lift and carry up to 10-15 pounds (e.g., files, documents, office supplies)
• Visual acuity to read screens, review documents, and analyze detailed information
• Ability to communicate effectively via phone, video, and in person

NOTE: This job description covers essential job duties and requirements are not intended to be all-inclusive. Employee may perform other related duties as required to meet the ongoing needs of the Firm.