Legal Administrative Assistant

2 months ago

Palo Alto, California, United States AGG Legal Staffing Full time

A legal administrative assistant plays a crucial role in supporting attorneys and legal teams by managing various office tasks and ensuring smooth operational workflows. This position requires adherence to the firm's established policies and procedures while fostering positive relationships with colleagues, clients, and external partners.

Key Responsibilities:

  • Drafts, formats, revises, and finalizes legal documents, including letters, memos, and standard legal filings, ensuring compliance with the firm's formatting guidelines using industry-standard software.
  • Handles multiple assignments from various attorneys, organizing clerical tasks to meet both administrative and client demands efficiently.
  • Facilitates the onboarding process for new clients, from conflict checks to billing information assignments, collaborating with different departments to ensure a seamless engagement process.
  • Records, reviews, and submits attorneys' time entries, ensuring adherence to client billing standards and timely submission in line with firm policies.
  • Arranges travel logistics, including flights, accommodations, and transportation for attorneys and clients, and manages expense reimbursements.
  • Proofreads all outgoing documents and correspondence to guarantee accuracy in content, grammar, punctuation, and formatting.
  • Manages incoming and outgoing communications, including phone calls and messages, utilizing various audio and video conferencing tools as necessary.
  • Processes mail promptly and organizes distribution according to established protocols.
  • Coordinates meetings, conferences, and appointments for attorneys and clients, both in-person and virtually, while managing room bookings and catering services as needed.
  • Maintains up-to-date calendars, contact lists, and client information using the firm's designated software.
  • Collaborates with other departments to ensure the successful completion of tasks related to multiple responsibilities and assignments.
  • Oversees client billing processes in conjunction with billing services as directed.
  • Ensures a tidy and organized workspace, adhering to safety protocols and demonstrating responsible work practices.
  • Maintains the accuracy of both electronic and physical client files daily, following the standards set by the Records Management Center.
  • Performs additional duties as assigned, adapting to the needs of the firm.
  • Participates in mandatory training sessions and team meetings as required.

Qualifications:

Required:

  • High school diploma or equivalent (GED)
  • A minimum of three years of relevant experience or a combination of education and experience
  • Proficient in Microsoft Office Suite, with a solid understanding of legal terminology and document formatting
  • Typing speed of at least 60 words per minute
  • Comprehensive knowledge of civil litigation processes, including discovery and docketing
  • Experience with state and federal court filings, including electronic filing systems
  • Ability to work collaboratively with support staff

Essential Skills:

  • Exceptional organizational abilities
  • Meticulous attention to detail
  • Sound judgment and decision-making skills
  • Strong interpersonal communication capabilities
  • Analytical and problem-solving proficiency
  • Ability to work effectively in a team environment
  • Commitment to confidentiality and discretion
  • Capacity to thrive under pressure
  • Adept at managing multiple projects with competing deadlines

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