Legal Administrative Assistant
2 weeks ago
Position Overview: A prominent national law firm specializing in health care, financial services, and various other sectors is in search of a skilled Legal Secretary to support their Washington, D.C. office. This role operates on a hybrid schedule, with three days in the office and two days working remotely. The successful candidate will provide comprehensive administrative support to multiple attorneys, ensuring a high level of service and accuracy in all tasks.
Key Responsibilities:
- Oversee the daily schedules of attorneys, including organizing regular meetings to discuss priorities and deadlines. Proactivity and foresight are essential.
- Assist attorneys in drafting and preparing standard contracts and other legal documents. Edit and proofread materials to guarantee precision.
- Manage calendars, including appointments, meetings, travel arrangements, and continuing legal education (CLE) reporting.
- Maintain and update spreadsheets and databases related to legal files and initiatives.
- Handle accounts payable and receivable processes.
- Process reimbursements, expense reports, and check requests efficiently.
- Manage projects effectively, ensuring deadlines are met and follow-ups are conducted as necessary.
- Input, review, edit, and finalize time entries for attorneys using the firm's web-based time entry system.
- Oversee monthly client billing, ensuring accuracy and completeness in billing proformas.
- Process various administrative forms, including expense reports and new business forms.
- Open new matters and conduct client conflict checks, maintaining organized work files.
- Prepare responses for annual and supplemental audit letters.
- Answer phone calls and relay messages accurately.
- Maintain confidentiality of all firm and client information, records, and files.
- File and manage electronic documents using designated software.
- Coordinate travel arrangements with external travel agents.
Qualifications:
- Minimum of five years of experience in a legal secretarial role, preferably within a law firm.
- Strong calendar management and organizational skills.
- Detail-oriented with the ability to multitask and work under pressure.
- Flexibility to work overtime as required.
- Excellent communication and customer service skills, capable of interacting with clients, attorneys, and staff.
- Team-oriented, with the ability to work independently on projects.
- Ability to handle confidential information with discretion.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with Nuance and DocXTools is advantageous but not mandatory.
About Palmer Legal Staffing: Palmer Legal Staffing is a recognized staffing agency providing direct hire, temp-to-hire, and temporary placements across various sectors, including legal and administrative fields. We represent a wide array of esteemed law firms and legal departments in the D.C. area.
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