Legal Administrative Assistant

2 weeks ago

Washington, United States Beveridge & Diamond PC Full time

**Description**:
The Legal Administrative Assistant role encompasses a wide range of advanced administrative support services aimed at facilitating the smooth operation of the Firm and aiding attorneys and clients. This position is pivotal in overseeing diverse administrative tasks, handling billing and accounting matters, utilizing excellent technical skills to produce high quality work product, and working on a variety of projects. Additionally, the Legal Administrative Assistant serves as a primary liaison between clients and staff, ensuring effective communication and addressing client queries. This role will also provide back-up support to Legal Administrative Assistant teams.

Administrative Duties

2. Time Entry and Expense Reports. On a daily or weekly basis, enter and/or review attorneys’ time entries in Firm’s time management system. Maintain time entry deadlines and coordinate the timely submission of attorney hours. Prepare and reconcile monthly corporate credit card statements for assigned attorneys. Process expense reports and obtain Firm checks or petty cash, as required.

3. Document Production. Process and format Word and Excel documents using prescribed Firm formats, including comparisons, conversions, merges, creation of tables of contents/authorities, etc. Perform processes associated with court services, including filing, requesting transcripts and litigation searching. Prepare basic documents in PowerPoint as needed. Assist attorneys with PowerPoint presentations, including basic graphic enhancements (e.g., SmartArt, graphs/charts, inserting images from Firm pre-licensed image library).

5. Document Management. Ensure all documents are properly saved to appropriate workspaces within the Firm’s document management system. Verify tasks are completed, check for accuracy, and ensure that the appropriate metadata cleansing has been applied.

6. Mail. Open and promptly distribute incoming mail and date stamp, if requested. Check out-box periodically throughout the day and process materials appropriately. Arrange for the appropriate delivery of documents through mail, facsimile, overnight delivery or messenger services.

7. Filing. Set up and maintain client, work, chronological, pleading, and personal files, including electronic files on the Firm’s DMS (iManage). Coordinate transfer of inactive or closed files to Records Coordinator or offsite storage facilities. Maintain computerized index of all files in the Firm’s standard format.

8. Meeting Preparation. Coordinate conference room scheduling and office reservations as needed utilizing the Firm’s space management software. Coordinate meetings, appointments, and conferences. Arrange catering service and prepare necessary materials. Coordinate set-up and clean-up before and after meetings with Office Services staff.

9. Calendaring. Maintain Outlook calendar for attorneys, provide reminders, schedule meetings, and court appearances, as necessary.

10. Docketing. Coordinate docketing requests with Docket Coordinator. Maintain tickler system and follow up on requests made by attorneys, paralegals, and clients. Docket case and motion schedules per local, state, and federal rules.

11. Court Filings. Maintain knowledge of procedures for filing with state and federal courts and agencies.

12. Travel Arrangements. Coordinate extensive national and international travel arrangements by securing end to end arrangements including flights, hotels, transfers, itineraries, and any necessary visa documentation. Promptly handle unexpected travel changes in a proactive and efficient manner.

13. Photocopying. Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed. Create and convert documents to and from PDF and Word formats. Review results for accuracy and completeness. Coordinate large copy requests with Office Services.

14. Contact Management System. Maintain attorney contacts in the Firm’s client relationship management system (InterAction), including entering a significant number of new contacts. Identify and update outdated contact information and merge duplicate contacts. Enter notes and activities as appropriate for each contact (e.g., meetings, events, marketing activities). Add and remove attorney contacts to Firm distribution lists. Assist attorneys with basic questions about InterAction, including InterAction for Microsoft Outlook (IMO).

15. Team Support. Participate as an active member of the Legal Administrative Assistants’ team and proactively support team members and their attorneys as needed. Coordinate with back-up support team members when out of the office or unable to complete assigned projects. Maintain awareness of all tasks and deadlines related to projects assigned to other support staff.

**16. Reception Duties**: Direct telephone calls on general number; meet and greet clients and visitors in reception area; ensure building specific access processes and policies are enforced; coordin

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