The Legal Administrative Assistant (LAA) handles all secretarial duties for designated attorneys. The secretary must maintain positive contact with clients and maintain confidentiality of client matters. The LAA may perform billable work at the request of an attorney.
Types letters, memoranda, and other legal documents from notes or dictation from attorney or paralegal;
Accepts incoming calls to attorneys and responds appropriately. Relays messages on to the attorney in a timely manner;
Sorts all incoming mail and distributes accordingly;
Opens new files, checks conflicts of interest, maintains all client hard copy and electronic files, and saves documents to the DM. Closes files and archives as necessary;
Receives visitors/clients, maintains good public relations, maintains confidentiality of attorney-client relationship;
Schedules appointments, maintains calendar, makes travel arrangements, and reminds attorneys of such;
Works closely with assignments to ensure deadlines are met daily;
Enters timekeeper’s time in Carpe Diem, if timekeepers can't enter their own;
Completes expense reimbursement reports through Chrome River for assigned attorneys;
Performs other duties as assigned by timekeeper(s) or Office Manager;
Volunteers to help other secretaries meet deadlines as time allows.
KNOWLEDGE, SKILL, ABILITIES:
Experience in Commercial Real Estate and Corporate law.
Proficiency in Microsoft Word, Excel and Outlook, Adobe, and document management systems, and demonstrated ability to learn any department specific software;
Ability to work in a collaborative teamwork environment and share information, goals, opportunities, successes and challenges with the appropriate parties proven through experience;
High level of accuracy, attention to detail, and excellent proofreading skills proven through experience;
Excellent oral and written communication and interpersonal skills proven through experience;
Ability to interact effectively with all levels of personnel proven through experience;
Ability to be flexible to respond quickly and positively to shifting demands and opportunities proven through experience;
Ability to work under tight deadlines and handle multiple, detailed tasks proven through experience.
Should be familiar with legal terminology and procedures.
Should be dependable, trustworthy, and able to maintain strict confidentiality.
Should possess a demeanor in keeping with a professional legal office.