Legal Assistant for Managing Partner

LEGAL ASSISTANT (SECRETARY) FOR MANAGING PARTNERThe Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that the firm successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team. A successful Legal Assistant will perform administrative and client-specific work in a manner that supports the firms objective of distinguishing itself through exceptional service. The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firms business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work.Responsibilities:Independently perform full range of administrative supportResponsible for managing client communication, including answering phone calls and emails to effectively schedule appointments by understanding client needs and availability while coordinating with internal timekeepers to ensure efficient booking and calendar management, while providing excellent customer service.Schedule and arrange client document execution meetings, including service as a witness and/or Notary Public, ensure appropriate attendee availability, prepare documents, and confirm original documents properly executed, and documents are handled in accordance with department protocolsRemind timekeepers of deadlines and anticipate their needs to allow them to focus on client/firm related mattersType, edit, format and proofread a variety of moderate to complex documents and assist with assembly of documents in preparation for electronic filing with courts and agencies.File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established protocols for online client records management and document naming conventions.Understand client billing, edit billing narratives according to firm time entry standards, and ability to run or obtain financial data and reports.Manage administrative aspects of client/matter intake: obtain/enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter to clients, communicate client billing standards and rates to appropriate individuals, and overall management of client files.Leverage firm tools and software to independently locate client or matter specific information. Basic Lexis and internet research, as needed.Work with other timekeepers and legal assistants when required to complete assignments and meet deadlinesWork collaboratively with internal departments, as neededDelegate work to firm resources to effectively complete work assignmentsQualifications/Requirements:Minimum two to four years of legal administrative experience strongly preferredExperience in handling a wide range of administrative tasksExperience making travel arrangementsAbility to support multiple timekeepers in a fast-paced, changing environmentAbility to effectively manage conflicting prioritiesExcellent verbal, written, organization, analytical, and interpersonal skillsOutstanding client service and decision-making skillsAbility to produce accurate draft documents from a variety of rough sources that are handwritten or pieced together or from oral instructionsFamiliarity with procedures of courts and regulatory agenciesAbility to work independently, with minimum supervision, while also contributing to a teamDemonstrate a high degree of professionalism, confidentiality, discretion, and decorumResponsiveness to timekeeper/client needs and follow-up where appropriateGood understanding of basic business relationships and client confidentiality principlesProficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), InterAction, FileSite, InTapp, CMS, PDF scanning, HotDocs, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applicationsBecome familiar with firm information resourcesNotary Public -FloridaKindly forward your resume in Word format along with your salary expectations to SherryZ@Ref 15558

Created: 2025-03-10