Legal Administrative Assistant

Position Overview: This position performs full secretarial and administrative duties for attorneys at all levels under minimal supervision, requiring a high degree of independent judgment and discretion.

Responsibilities and Duties:

• Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, closing and archiving matters, client bills, time and expense reports and other account enquiries.
• Perform word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work.
• Proofread and redline work for accuracy and format.
• Prepare documents, including photocopying (e.g., trial bundles for hearings).
• Maintain physical and electronic files and client contact housekeeping for attorneys.
• Communicate verbally and in writing with clients and/or opposing counsel as instructed by supervising attorneys.
• Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work.
• Coordinate travel arrangements, meetings and appointments, and properly receive clients/guests as requested.
• Diary manage attorneys, including hearings, court appearances and other commitments.
• Answer attorneys’ phones and take messages.
• Take dictation and transcribe if required.
• Compose correspondence for client-related matters.
• Handle incoming and outgoing mail.
• Support other secretaries as reasonably required.

Additional Duties:

• Provide secretarial assistance to vacation students, visiting attorneys and attorneys whose secretaries are absent.
• Occasionally accompany attorney to court to assist in handling materials and preparing documents.
• Provide cover for reception during lunch breaks and as required for general reception cover.
• Perform other related duties as needed or assigned.

Qualifications:

• Extensive secretarial/PA experience and at least three years’ litigation and/or corporate experience.
• Mid‑to‑large‑sized law firm experience preferred.
• Working knowledge of general office procedures and strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.
• Experience with the firm’s technology and applications strongly preferred.
• Prior experience with handling expense reports, client bills, multi‑line phones and conflict‑checking forms, and with Interaction or another client relationship management database strongly preferred.
• Prior experience supporting several attorneys is required.
• Advanced word processing/computer skills with MS Word, Excel, Outlook, PowerPoint and Adobe.
• Excellent written and verbal communication skills, including grammar, spelling and punctuation.
• Strong phone etiquette, attention to detail and follow‑through skills.
• Knowledgeable with legal filing and record‑keeping practices as relevant to the specific practice.
• Highly organized and able to multi‑task and meet set deadlines.
• Strong customer service, flexibility and ability to work effectively as part of a team.

Education: CGSE’s including English and Maths. A Levels preferred.

Reporting Relationship: The Legal Administrative Assistant reports directly to the Office Administrator and indirectly to assigned attorneys.

Physical Demands: Must be able to move around the office up to 25% of the time to make copies, file, etc.; remain stationary at least 75% of the time; operate computers and other office productivity machines regularly; occasionally required to move documents or files weighing up to 15 lbs; require constant communication and exchange of information with the firm attorneys, clients and staff; inspect information on a computer screen at least 80% of the time; work in an office environment; approved overtime may be required.