Job Description:

Principal Duties and Responsibilities:

• Coordinate the Legal Assistant schedule and ensure appropriate in-office coverage by arranging back-up coverage for planned and unexpected secretary absences.  Provides recommendations and proposes strategies to respond to staffing challenges and high absence periods.
• Engage with the secretarial team daily to develop a strong and trusting relationship with each team member.
• Continuously monitor, evaluate, and analyze overall workflow and the workload of team members individually to ensure an even distribution among the team and ensure that deadlines are met.
• Collaborate in the hiring process for the department by working with the Legal Administrative Services Manager to recruit, interview, and make hiring recommendations.
• Work closely with the Legal Administrative Services Manager  to deliver ad hoc projects, analyze existing ways of working, improve service delivery, and develop and implement new systems and processes.
• Support the skills development of team members by identifying training opportunities, providing information and coordinating training from technical trainers and other resources.
• Monitor work quality and productivity and alert Legal Administrative Services Manager to any concerns.
• Work with the Legal Administrative Services Manager to develop new hire onboarding schedules, supervise integration process and participate in orientation and mentoring.
• Provide feedback to Legal Administrative Services Manager and Directors of Administration regarding individual performance of Legal Assistants.
• Coordinate and lead team meetings, promoting team engagement with support of the Legal Administrative Services Manager.
• Act as coordinator and member of the team, balancing managing workflow with providing Legal Executive Assistant-level support to attorneys and assisting team with administrative tasks.
• Develop a mastery of the Firm’s processes and departments, and proficiency in the Firm’s software applications.  
• Provide orientation and support overview to new attorneys and reinforce protocols on an ongoing basis.
• Provides minimal backup coverage for Legal Administrative Services Manager.
• Other duties and projects as assigned.

Job Requirements:

Position Specific Skills, Education and Requirements:

• 5+ years of legal secretarial experience in a law firm or professional services environment, performing complex administrative tasks and projects.
• Previous coordinator, leadership or supervisory experience of a secretarial team in a law firm or professional services environment.
• Proven ability to lead a team and consistently demonstrate fairness and impartiality. Solid service orientation and collaborative approach towards administrative support.
• Ability to communicate effectively in person and in writing.  
• Comfortable with leading in-person and virtual meetings.
• Strong organizational and interpersonal skills.  
• High level of self-motivation and autonomy, including ability to manage time and problem solve with little to no direction.
• Proactive and solutions driven, with a resilient and collaborative approach to problem solving.
• Ability to engage good judgment and react independently or escalate issues when identifying challenges and proposing appropriate solutions.  
• Ability to build trust, develop strong positive working relationships, and lead by example.
• Commitment to delivering consistently excellent secretarial support to all attorneys.
• Calm and effective under pressure.
• Ability to build and maintain team morale and enthusiastically create a sense of community and service engagement.
• Excellent attention to detail.
• Ability to maintain the highest level of confidentiality.