Legal Administrative Coordinator

4 weeks ago


San Jose, California, United States truckcrashlaw Full time
Job Title: Legal Administrative Assistant

The Truck Accident Law Firm is seeking a highly organized and detail-oriented Legal Administrative Assistant to provide administrative support to our partners, associates, and other legal and business services staff. As a key member of our team, you will be responsible for a wide range of administrative tasks, including secretarial support, document production, conflicts, new business intake, and client billing and collections.

Key Responsibilities:
  • Maintain calendars in Outlook, scheduling and coordinating internal and external meetings as necessary.
  • Manage contacts lists, in Outlook and/or Interaction.
  • Manage administrative duties, including answering phones, arranging conference calls, coordinating travel and meetings, creating and maintaining paper and electronic files, and handling miscellaneous photocopying, scanning, faxing, and printing requests.
  • Handle all aspects of monthly bill preparation, including initiating pro formas, reviewing, categorizing, and transferring time entries, finalizing bills for partner review, mailing or submitting electronically, tracking outstanding client bills, and following up with partners, clients, or revenue group to resolve.
  • Responsible for all aspects of client billing and collections, which may include direct contact with clients regarding collections.
  • Create, edit, format, and proofread letters, memos, and other documents using Microsoft Word, PowerPoint, and Excel, as well as iManage and Workshare Compare, as necessary.
  • Compose routine correspondence and emails, as needed.
  • Enter diaries into Intapp, prepare current assignment sheets, and prepare and submit expense reports using Chrome River.
  • Request conflict checks, open new client matters, and submit electronic approvals, as needed.
  • Assist with the coordination of business development, marketing, social, and other events.
  • Provide backup secretarial assistance to partners, associates, and other legal and administrative staff, as assigned.
  • Assist partners with personal requests, such as maintaining personal files, contacts, and calendars.
Requirements:
  • Solid knowledge of computers and software applications, including MS Word, Excel, PowerPoint, and Outlook.
  • Strong legal billing experience, or the desire and ability to learn.
  • Ability to master new technology using online training tools.
  • Ability to prioritize and handle multiple concurrent tasks.
  • Ability to think clearly and work well under pressure in a busy and demanding environment.
  • Strong calendaring skills, including viewing, editing, sending, creating, and responding on behalf of partners.
  • Strong interpersonal skills, with the ability to work effectively and cooperatively with all levels of staff within the office.
  • Outstanding client service skills.
  • High school diploma or equivalent required; Bachelor's degree is a plus.
  • Prior experience providing direct administrative support to a partner or principal in a professional services environment is a plus.
  • Prior experience providing administrative support to lawyers is a plus.
Benefits:
  • Flexible spending account.
  • Health insurance.
  • Life insurance.
  • Paid time off.
  • Professional development assistance.
  • Employee assistance program.
  • Employee discount.


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