Legal Practice Assistant-Litigation

Job Description:

KEY RESPONSIBILITIES:

• Open new matters following the Firm’s guidelines and procedures, including preparation of engagement letters and conflicts waivers.
• Perform routine administrative duties and work with other administrative departments such as Office Services, Finance, and Records.  
• Maintain client, administrative, and personal filing for lawyers following established procedures. Prepare files using FileTrail procedures to maintain appropriate records for on- and off-site storage.
• Coordinate domestic and foreign travel including hotel, flights, car rentals; prepare travel itineraries and materials for meetings during travel, important numbers, locations and contact names for events/meetings.
• Maintain lawyers’ contacts in Outlook and BD Hub with accurate contact information and notes.
• Answer and screen calls, field inquiries, relay messages, respond promptly to client needs; respond to email and voicemail as soon as possible.
• Create, format, edit, proofread and manage Word documents, Excel spreadsheets and PowerPoint presentations.
• Draft routine correspondence, forms, etc.
• Assist lawyers with Marketing and Business Development functions, access marketing materials, internet research, prepare materials for meetings and proposals, and coordinate lawyers’ biographies.
• Track, organize, and process expense reports, reimbursements and check requests using Chrome River.
• Maintain CLE records for lawyers.
• Manage and maintain lawyers’ schedules and calendars.
• Work with various departments within the Firm to schedule and organize meetings and events.  
• Interface and establish ongoing positive business relationships with clients in person, by phone and/or email. Observe confidentiality of lawyer-client relationship.

Job Requirements:

QUALIFICATIONS:

• High school diploma required; bachelor’s degree preferred.
• Three to ten years of experience as a legal practice assistant, executive assistant, or project assistant preferred.
• Typing proficiency of at least 65 words per minute preferred.
• Ability to adapt to changing priorities and manage competing demands in a fast‑paced environment.
• Strong technical, organizational, and administrative skills.
• Ability to exercise sound judgment, make timely decisions, explain reasoning clearly, and involve appropriate stakeholders when needed.
• Well‑developed Microsoft Office skills, including intermediate proficiency in Excel; ability to format documents using Styles and proofread for grammatical, typographical, and spelling errors.