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Legal Administrative Assistant/Office Coordinator

1 month ago

Boston, United States RightWorks Staffing, Inc Full time
Job Description

Excellent opportunity for an experienced full-time Legal Administrative Assistant/Office Coordinator in Boston to provide primary support to multiple attorneys in different practice areas including but not limited to, Litigation, Labor & Employment, Commercial Real Estate, Business & Finance, and Trusts & Estates. In addition, this role provides oversite of the office as the Office Coordinator for administrative needs. This is an exciting role for the person who takes pride in their work, is independent and takes initiative to keep the "trains running" on a day-to-day basis. This is an on-site position, Monday - Friday 8:30 AM - 5PM.

Essential Duties & Responsibilities

Legal Administrative Assistant

  • Prioritize work among assignments and meet specific deadlines on projects; prepare complex legal documents for court appearances such as letters, pleadings, etc.; printing, copying, scanning and saving documents as needed; prepare and process expense reports for attorneys
  • Maintain paper and electronic client records in compliance with current policies; work with records personnel to create and maintain client files and indexes; perform routine filing and retrieve files as needed
  • Assist with coordinating attorneys' calendars, event registrations, travel and meeting arrangements
  • Access online databases for electronic research of matters
  • Work with billing and accounting departments to send out timely invoices
  • Assist with new client/matter intake process
  • Provide additional support (remotely) to other attorneys in the Framingham and Worcester offices
  • Collaborate with other departments and individuals in the firm in a professional manner
  • Travel off-site to the local post office, FedEx or to handle other firm related errands when needed; vehicle not required
  • Perform other assignments as required and requested

Office Coordinator
  • Provide reception coverage for the office; meet and greet clients in a friendly and professional manner while providing exceptional client service; answer incoming calls/emails and direct to the appropriate personnel in a timely manner
  • Prepare and process incoming/outgoing mail, email, scanning, arrange for specialized mail or courier services as required; receive incoming packages and distribute accordingly
  • Ensure the office is well-maintained to promote a professional environment
  • Prepare conference rooms and visiting offices; maintain cleanliness of conference rooms, visiting offices, kitchen and common areas
  • Responsible for calendar management through Outlook for client meetings, conference room and visiting office reservations
  • Maintain inventory for office supplies and place orders as needed
  • Maintain office equipment such as copiers, postage machine, etc.
  • File and scan (paper and electronic) projects as needed
  • Perform other assignments as required and requested


Desired Skills and Experience
  • 3 to 5 years of experience providing administrative support in a professional service environment; prior experience in a law firm is preferred
  • Excellent organizational skills, interpersonal skills, active listening skills, attention to detail, integrity and dependability
  • Strong verbal and written communication skills using the English language; demonstrated understanding of correct grammar, spelling and punctuation; additional languages are a plus
  • Ability to work effectively and proactively within a team environment sometimes under high pressure
  • Ability to manage a large workload effectively, coordinate multiple tasks concurrently and meet deadlines
  • Strong time management skills and the ability to work in a fast-paced environment
  • Ability to work independently
  • Initiative, flexibility, resiliency and a willingness to adapt to change
  • Strong computer skills including advanced experience with Microsoft Office (Word, Outlook, Excel, PowerPoint), Kofax Power PDF, or similar/equivalent PDF program, BigHand Create and Hyperstyles or similar/equivalent Styles and Templates software, and NetDocs; willingness and ability to learn different technologies