Legal Team Assistant

Provides diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. The individual will prepare documents and correspondence. Additional responsibilities include external client contact and direct or indirect responsibility for preparation of monthly billing and a wide variety of other routine administrative tasks for the principal(s). The Legal Team Assistant will work closely with the Legal Team Coordinator, Legal Team Assistants and Legal Team Administrative Assistants as part of a HUB model to complete tasks for the practice groups.Job DescriptionEssential Job FunctionsInteract regularly with lawyers, paralegals and business professional staff in facilitating the flow of all administrative work, occasional contact with clients, counsel and court personnelAnswer phones, transfer calls, take messages, establish conference calls and use voice mailHandle written and electronic correspondence, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work productInvestigates and responds to client requests, including organizing and sending materials to clientsPrepare client bills and associated cover lettersPrepare new matter reports and update list of clientmatter codesMaintains and processes client billing for principals, directly or indirectlyLiaise with clients, investigating and responding to requests where appropriateManage lawyers' Outlook calendarsMaintain lawyers' time entries in Carpe DiemMonitor professional development requirements for principalsCreate and update comprehensive contact information using CRM best practicesMake travel arrangements and complete travel and expense reports in ConcurManage workflow and coordinate projects with office servicesSchedule meetings, reserve rooms, coordinate video or audio equipment, and cateringUse MS Office in preparation of documents, spreadsheets and presentationsMaintain document filing to firm standards including KwiktagUtilize iManage document management system for all documentsReview and process administrative and personal charges via BillBackDelegates appropriate admin tasks to the Legal Team Administration Assistants, such as time recording, expenses, etc.Performs all other duties as necessary and as assigned by your allocated principal or Legal Team Coordinator for efficient functioning of the Department, Office and FirmMaintain up to date handover notes to ensure consistent quality of service in case of absenceKnowledge, Skills and AbilitiesHigh School Diploma required; college degree a plus2+ years of relevant experience required, previous legal secretarial experience preferredHigh attention to detail and ability to multi-task and manage deadlines in a fast-paced environmentAbility to maintain confidential informationAbility to communicate with various levels of people clearly and effectively within the organizationAbility to work productively and cooperatively with other employees.Systems Required: iManage, MS Office, Elite, Aderant, Carpe Diem, CRM

Created: 2025-01-15