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Legal Administrative Assistant

2 months ago

Miami, United States White & Case Full time

Firm Overview
White & Case is a prestigious global law firm that provides services to prominent corporations, financial institutions, and governments around the globe.

With a rich history as an international entity, we are well-equipped to assist our clients in navigating their most intricate legal challenges, regardless of location.

Our extensive network, comprising over 40 offices worldwide, allows us to maintain a competitive edge in delivering a comprehensive range of legal services.

We pride ourselves on our strong presence in key financial markets and our expertise in managing complex cross-border transactions.

Our interconnectedness is a vital asset that both our clients and employees appreciate, fostering collaboration across various geographical and practice areas.

Position Overview
The Legal Secretary is responsible for a diverse array of administrative and legal support tasks.

Working collaboratively within a team, the Legal Secretary is expected to deliver exceptional service to both internal and external clients, including assigned attorneys and other legal teams as necessary.

This role demands proficiency in organizing and streamlining the workflow of legal professionals.

The Legal Secretary must handle sensitive information with discretion and demonstrate the ability to manage multiple tasks for various individuals effectively.

We seek a proactive self-starter who takes initiative in executing their responsibilities. The Legal Secretary will coordinate intricate workflows and must possess excellent communication skills to relay information accurately to key stakeholders.

Building positive relationships at all levels within the firm is essential, as is maintaining a professional demeanor in all interactions.

Key Responsibilities

  1. Manage and organize attorneys' calendars.
  2. Coordinate complex domestic and international travel arrangements, including preparing detailed itineraries.
  3. Facilitate local and international meetings, ensuring awareness of varying time zones.
  4. Handle phone communications professionally, recording messages accurately.
  5. Welcome clients with professionalism and courtesy.
  6. Respond promptly to inquiries from attorneys and clients.
  7. Interpret instructions to produce high-quality documentation.
  8. Maintain an organized workspace and demonstrate sound judgment.
  9. Draft routine correspondence and reports with attention to detail.
  10. Input daily time entries for attorneys and assist with word processing tasks.
  11. Prioritize assignments effectively to meet deadlines.
  12. Communicate workload status clearly to attorneys and management.
  13. Organize and maintain both physical and electronic files.
  14. Support marketing, research, and client development initiatives.
  15. Exercise discretion in handling confidential information.
  16. Collaborate within a team to support multiple attorneys and legal staff.
  17. Stay updated on departmental procedures and maintain accessible reference materials.
  18. Prepare expense reports and manage reimbursements.
  19. Assist in generating and distributing client invoices.
  20. Demonstrate proficiency in the firm's software and available resources.

Qualifications
Fluency in Spanish (both spoken and written) is highly desirable. A minimum of five years of experience in a law firm setting is preferred.

Experience working collaboratively with attorneys and other administrative professionals is essential.

Proficiency in Microsoft Word and Outlook is required, along with strong interpersonal skills to thrive in a demanding environment.

Demonstrated ability to handle confidential matters with good judgment and discretion is necessary.

Applicants should be capable of multitasking in a fast-paced setting and possess a willingness to learn and grow in the role.

Excellent organizational skills and a proactive attitude are crucial.

A degree at the associate or bachelor's level is preferred but not mandatory.

Equal Opportunity Commitment
White & Case is committed to fostering a diverse and inclusive workplace, ensuring equal employment opportunities for all individuals.

We adhere to a policy of recruitment, employment, training, compensation, and promotion without discrimination based on race, color, religion, national origin, age, gender, sexual orientation, marital status, military status, disability, or any other protected category.

We offer a comprehensive benefits package to eligible employees, including medical, dental, and vision insurance, life and disability coverage, retirement savings plans, and paid time off.