Legal Administrative Specialist

Job Description

Job Description

Position Summary:

The Legal Admin. to work with several partners in a high-level administrative and legal support position. Dependable, professional who is comfortable managing a broad range of responsibilities that support attorneys’ day-to-day workflow. The position has a strong client service and project management emphasis, coordinating administrative, operational, financial, and business development activities to ensure efficient and responsive legal services.

Key Responsibilities:

• Provide administrative support to partners, developing familiarity with their practice areas, clients, and active matters.
• Edit, proofread, and process legal documents upon request of assigned attorneys, including preparing correspondence, memoranda, documents, presentations, or other practice specific documents.
• Help create and maintain tracking tools for client contact lists, business development activities, deadlines, status of assignments, and provide updates upon request.
• Provide status updates to attorneys on deadlines, tasks, and progress. Escalate issues or delays as needed.
• Follow up on outstanding tasks, documents, or pending approvals ensuring workflow moves forward according to agreed timelines.
• Assist with preparing employee benefits and risk management training materials, including formatting PowerPoint presentations and coordinating logistics.
• Coordinate with court reporters, process servers, e‐discovery vendors, translators, or printing services to ensure timely deliverables and logistics.
• Manage attorney calendars, including scheduling meetings and logistics (e.g., conference rooms, video conferencing, visitor access, and dial-in information).
• Assist with new client matter intake by submitting conflict check requests, opening new matters, and preparing draft engagement letters.
• Provide support with billing activities, including proofreading invoices and assisting with billing and engagement inquiries.
• Coordinate with firm travel agency to book domestic and international travel arrangements.
• Prepare and submit expense reports and reimbursement requests accurately and timely.
• Organizes and maintains electronic and paper legal files in accordance with designated filing standards.

Qualifications:

Skills & Competencies

• Strong attention to detail, organizational, and time‐management skills.
• Responsive and professional, with a focus on providing excellent client service.
• Able to format documents and PowerPoint presentations using firm templates.
• Able to handle multiple tasks and meet deadlines in a fast‐paced environment.
• Clear written and verbal communication skills and a professional demeanor.
• Able to work independently on routine tasks with minimal guidance and supervision...
• Available to work a full‐time schedule with flexibility for occasional overtime or extended hours.

Education & Prior Experience

• Minimum 4 years of experience in law firm.
• Experience with litigation practices is a plus, but training will be provided for candidates with relevant transferable skills..

Technology

• Computer proficiency in Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook ability to learn new software applications quickly.