Legal Team Assistant

Job Description:

Job Description

Essential Job Functions

• Interact regularly with lawyers, paralegals and business professional staff in facilitating the flow of all administrative work, occasional contact with clients, counsel and court personnel.
• Answer phones, transfer calls, take messages, establish conference calls and use voice mail.
• Handle written and electronic correspondence, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product.
• Investigates and responds to client requests, including organizing and sending materials to clients.
• Prepare client bills and associated cover letters.
• Prepare new matter reports and update list of client/matter codes.
• Maintains and processes client billing for principals, directly or indirectly.
• Liaise with clients, investigating and responding to requests where appropriate.
• Manage lawyers’ Outlook calendars.
• Maintain lawyers’ time entries in Carpe Diem.
• Monitor professional development requirements for principals.
• Create and update comprehensive contact information using CRM best practices.
• Make travel arrangements and complete travel and expense reports in Concur.
• Manage workflow and coordinate projects with office services.
• Schedule meetings, reserve rooms, coordinate video or audio equipment, and catering.
• Use MS Office in preparation of documents, spreadsheets and presentations.
• Maintain document filing to firm standards including Kwiktag.
• Utilize iManage document management system for all documents.
• Review and process administrative and personal charges via BillBack.
• Delegates appropriate admin tasks to the Legal Team Administration Assistants, such as time recording, expenses, etc.
• Performs all other duties as necessary and as assigned by your allocated principal or Legal Team Coordinator for efficient functioning of the Department, Office and Firm.
• Maintain up to date handover notes to ensure consistent quality of service in case of absence.

Job Requirements:

Knowledge, Skills and Abilities

• High School Diploma required; college degree a plus.
• 2+ years of relevant experience required, previous legal secretarial experience preferred.
• High attention to detail and ability to multi-task and manage deadlines in a fast-paced environment.
• Ability to maintain confidential information.
• Ability to communicate with various levels of people clearly and effectively within the organization.
• Ability to work productively and cooperatively with other employees.
• Systems Required: iManage, MS Office, Elite, Aderant, Carpe Diem, CRM.