Legal Executive Administrative Assistant

Job Description:

Responsibilities:

* Manage calendars, schedule meetings, and coordinate travel, dining, and hotel reservations.

* Draft correspondence, memoranda, and other documents.

* Collaborate with other administrative teams and departments on projects requiring coordination, research, and document preparation, as needed.

* Prepare, review, and process client invoices per firm policies and client guidelines.

* Enter attorney time and maintain standardized matter lists, including client/matter numbers, descriptions, function codes, and related data, ensuring accuracy and completeness of billing information.

* Track billable hours and ensure timely, accurate time entry for attorneys. Coordinate with attorneys and accounting to resolve billing issues. Advanced billing responsibilities include expert-level proficiency with 3E and Pro Forma workflows; end-to-end ownership of partner billing cycles; coordinating with clients, other offices, and Accounting to ensure timely bill issuance; and, when requested, supporting collections follow-up.

* Initiate and complete client/matter intake, conflicts checks, and engagement letters.

* Enter new matters into case management and accounting systems.

* Maintain current records of open matters and deal teams; update distribution and team lists.

* Prepare and submit attorney expenses; review and reconcile receipts and support.

* Serve as liaison among attorneys, clients, and internal departments across channels.

* Greet clients and visitors, escort them to the appropriate location, and ensure a professional, welcoming experience.

* Support team leaders with cross-office project coordination and timelines.

* Coordinate with the Marketing department on marketing materials, pitch decks and ranking submissions.

* Maintain and update CRM and client contact databases. Ensure data integrity, proper document management practices, and consistent use of firm workflows and technology standards.

* Coordinate onboarding for new attorneys, including scheduling, systems, and introductions.

* Proactively monitor attorney deadlines and flag timing risks.

* Liaise with internal support teams (Word Processing, IT, Office Services, Billing) to ensure timely completion.

* Reserve conference rooms and arrange catering when requested.

* Perform additional tasks, as needed.

Job Requirements:

Qualifications:

* Minimum 5 years' experience providing high-level support to attorneys in a Law Firm environment required. Previous experience supporting transactional attorneys preferred.

* Proficient in Microsoft Office Suite required, specifically with Outlook, Word and PowerPoint.

* Proficiency in core firm systems and tools, including Cisco Jabber, Zoom, ZenDesk, Intapp, and iManage required; ability to adapt quickly to future technologies adopted by the firm.

* Expert-level proficiency with timekeeping and billing platforms-particularly 3E and Pro Forma-is strongly preferred. Experience coordinating with Accounting and clients on billing matters and supporting collections activities is a plus.

* Strong written and verbal communication and professional client service skills across all levels of firm personnel.

* Highly organized with excellent time management, accuracy, and attention to detail; performs well in a fast-paced, deadline-driven environment.

* Works independently and collaboratively; handles pressure and shifting priorities.

* Demonstrated discretion and sound judgment with sensitive and confidential information.

* Remains calm and organized under pressure, prioritizes agendas and balances multiple projects concurrently

* Ability to anticipate needs before being asked, potential risks and offers suggestions about ways to mitigate them

* Ability to work additional hours including some weekends and evenings as needed

* Ability to commute to the office on a regular basis