Legal Administrative Assistant

4 weeks ago


Boston, United States Gillard Associates Full time
Job DescriptionJob Description

 Duties & Responsibilities:   

  • Performs administrative tasks as requested, including drafting correspondence, agendas, memoranda, charts and presentations, and processing of invoices and expenses
  • Develops a strong understanding of assigned lawyers’ practice and clients, including maintaining up-to-date calendar entries and meetings, client contacts, and client matter lists
  • Makes domestic or international travel arrangements, accommodations, or entertainment arrangements for assigned attorneys. Maintain up-to-date travel preferences (frequent flyers, seating preferences, passport, etc.)
  • Supports attorneys’ practice by tracking and calendaring deadlines, updating transaction and client information, and maintaining legal files (both paper & electronic) organized and up-to-date
  • Assists attorneys with the client billing process by submitting conflicts checks, opening new matters, drafting engagement letters, and reviewing or editing client billing invoices
  • Receives and screens telephone calls for supported attorneys, fielding calls, and conveys messages as necessary. Communicates with clients, opposing counsel, and liaisons
  • Inputs revisions to legal documents and proofs edited documents
  • Assists with compiling final documents for transactional closings and prepares post-closing binders.
  • Creates signature page blocks or e-signature packages including via DocuSign, SimplyAgree, and similar electronic signing software; coordinates document delivery and tracking of final executed documents
  • Collaborates and works with administrative support team, coordinators, paralegals, and other legal support team members, where applicable, to ensure maximum efficiency and productivity 
  • Attends attorney meetings and accurately takes notes regarding key action items
  • Understands firm available resources and leverages most effective resource for desired results
  • Assists with overflow work and other special projects as assigned

Skills & Competencies:   

  • Skilled in handling administrative and practice specific tasks with a high degree of accuracy, organization, and efficiency
  • Strong ability to maintain high standards, use good judgment, and seek out ways to contribute and anticipate attorney needs
  • Excellent interpersonal, communication skills (both oral and written), and the ability to collaborate well in a team
  • Be flexible and open to learning new technologies to improve efficiency and productivity of work

Qualifications & Prior Experience:   

  • A Bachelor’s degree or equivalent experience preferred
  • Minimum 5 years’ experience within a law firm or other professional organization
  • Computer proficiency in Microsoft Office Suite applications including Word, PowerPoint, Excel, and Outlook, as well as document management and other office technologies (e.g., Adobe Sign, DocuSign, or Simply Agree software)
  • Knowledge of laws, legal codes, court procedures or agency rules of assigned practice group/dept. (ex. State and Federal court filings including e-filings)
  • Prior experience with e-filing legal documents and tracking deadlines a plus

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