Legal Administrative Assistant

Washington, D.C.

Summary

An Am Law 50 law firm with 17 offices worldwide, has an opening for a Legal Administrative Assistant in their Washington D.C. office. 

The Opportunity

• The Legal Administrative Assistant provides a wide range of administrative, clerical, and document services to support the workflow and client service needs of attorneys and other timekeepers.
• Collaborates with legal secretarial staff and other teams to provide designated and “as needed” administrative services to assist in delivering exemplary service.
• Answers telephones and relays messages.  Arranges conference calls.
• Copies, scans, faxes, and prints documents and attachments.
• Prepares materials for mailing and overnight delivery, including printing, assembling, copying, and ensuring appropriate delivery.
• Makes conference room reservations.  Coordinates meals, multimedia, and other services as requested.
• Coordinates travel arrangements through the Firm’s travel department as requested.
• Prepares expense reimbursements; accurately inputs, codes, and routes invoices and inputs check requests.
• Performs general word processing, including creating, editing and proofreading practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.
• Assists with billing process, including editing prebills, generating reports, and sending out final invoices.
• Assists with creating and maintaining client/matter lists and communication lists. Assists with organizing and maintaining physical and electronic documents and files in a timely manner.  Creates and maintains working files and binders as requested.  Utilizes firm technology to accurately store email messages and maintain and retrieve files.
• Utilizes Outlook to schedule appointments and calendar dates.  Maintains contacts in Outlook.
• Assists with timenote entry, including inputting timenotes, editing, proofreading, and closing them on a daily basis.
• Proactively follows-up with secretaries for feedback on projects completed and requests for additional assignments.

Ideal Candidate        

• High School Diploma required. College Degree preferred.
• Minimum of one year administrative experience.
• Experience working in a professional services environment preferred.
• Prior customer service experience highly desirable.
• Strong attention to detail and organizational skills.
• Excellent teamwork skills and commitment to delivering results by assisting co-workers.
• Client service orientation and ability to communicate effectively with staff at all levels.
• Ability to multi-task, prioritize work, and meet deadlines.
• Ability to work under pressure and complete job assignments in an accurate and timely manner.
• Proficient with Windows-based software used by the firm, including MS Word, PowerPoint, Excel and Outlook.
• Typing speed of 45 wpm with high level of accuracy.
• Flexibility regarding work schedule and availability to work overtime required.