Executive Legal Assistant

3 weeks ago

Needham, United States Khan Law PLLC Full time

Executive Legal Assistant

Our growing law firm, Khan Law PLLC, has an opening for an Executive Legal Assistant in our Needham office. Our firm focuses on representing small to medium businesses, with an emphasis on the construction industry, in matters concerning enforcing and negotiating their contract rights.

In this role, you will assist the Firm's attorneys in maintaining strong relationships with the Firm's client base, assist with marketing efforts and provide additional administrative support.

Please provide resume and a brief statement of interest or cover letter.


We strive to maintain a collaborative, engaging and collegial firm culture.


Please note: JD, LLB or LLM graduates will not be considered.


Wage Rate: Starting at $23/hr, plus bonuses for performance and regular raises with increased experience and demonstrated capabilities.

Hours: 35-40 hours per week, during business hours

Required education and experience: Associates Degree

Preferred education and experience: Bachelor’s Degree, 1-year relevant experience

Additional eligibility qualifications: MS Office, MS SharePoint, MS Teams, Adobe Acrobat, Quickbooks, T-Sheets

Work environment: In office.

Primary Responsibilities:

1. Establish new client records.

2. Establish and maintain client information databases, contact and marketing lists.

3. Assist with firm marketing efforts, including client gifts and notes to referral sources.

4. Manage invoicing and collections communications.

5. Manage accounts payable and vendor relations.

6. Manage the company calendar.

7. Follow up with clients to obtain information requested by attorneys.

8. Assist with preparation of correspondence, envelopes and packages for service or filing.

9. Process physical mail and email. Forward to the appropriate persons/take the appropriate action required by established company processes.

10. File all documents in physical file and electronically. Ensure documents needing action are brought to the appropriate persons attention ensuring schedule deadlines are met by the team.

11. Maintain file folder system in SharePoint. Ensure document filing is completed using the established company process.

12. Work with attorneys to ensure court filing deadlines are met. Manage tracking schedule.

13. Close case records as directed.

14. Promptly ask for clarification when in doubt to ensure accuracy and avoid delay.

15. Efficiently handles and tracks all projects assigned.

16. Maintain office tidiness.

17. Track firm expenses, tally and maintain receipts.

18. Other administrative tasks as assigned.

Skills/Competency:

1. Exceptional organizational and time management skills. Is detail-oriented.

2. Proficient proofreading skills.

3. Courteous demeanor with all parties. Professional throughout all interactions.

4. Able to work efficiently and with little direction particularly when using MS Office suite of apps.

5. Able to plan own work meeting deadlines and expectations each day. Pro-actively asks for guidance when appropriate.

6. Identifies and works proactively to minimize problems.

Other performance indicators:

1. Able to follow company policies both written and spoken.

2. Able to report to work as scheduled, or perform work duties within the standards work hours of the business.

3. Dependable and ready to help others.

4. Makes little to no errors.

5. Collaborates with colleagues to ensure they can meet their deadlines.

6. Performs all work assigned.

Physical demands: Long hours of sitting and standing, able to lift 30 lbs from floor, able to access cabinets and drawers near floor level.

Travel: Business office in Needham, occasional travel to post office, FedEx/UPS, copy shops, office supply stores, or local court clerk’s offices.

Job Type: Full-time

Pay: From $23.00 per hour

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