Legal Administrative Assistant

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

Ascension Global Staffing & Executive Search is seeking a Legal Administrative Assistant for its client's Miami office.

The Legal Assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures the firm successfully meets its business and client service objectives. Providing support to timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of corporate practice, knowledge of the procedures and filing requirements of various government agencies, and knowledge of and adherence to compliance policies (e.g. conflicts of interest, privacy, deadline docketing, prohibition against release and misuse of inside information). A successful Legal Assistant will perform administrative and client-specific work in a manner that supports the firm's objective of distinguishing itself through exceptional service. The Legal Assistant serves as a "client relationship manager" and is responsible for integrating new clients into the firm's business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work. Responsibilities for this position may include those of a Project Assistant.
Responsibilities:

• Type, edit, format and proofread a variety of moderate to complex documents, including using "Styles" within Microsoft Word, adding embedded hyperlinks, and creating automated Tables of Contents
• Independently perform full range of administrative support (full calendar management, travel arrangements, meeting facilitation, expense tracking and reimbursement submissions and monitoring of disbursement payouts in time-sensitive matters)
• File management and organization (both digital and paper). Establish and maintain client, departmental, and administrative files and workspaces in a timely manner using established firm and department protocols for iManage and document naming conventions
• Delegate work to firm resources (e.g., Word Processing, IT Helpdesk) and review the results to effectively complete work assignments
• Assemble documents in preparation for client transactions and agency filing deadlines
• Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
• Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
• Manage and track administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake "NBI" stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
• Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
• Downloading documents to save in FileSite
• Create Share File sites for client matters with assistance from IT.
• Prepare electronic and hard copy mailings
• Leverage QuickLook to obtain financial and other information
• Basic Lexis and internet research, as needed
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
• Anticipate timekeeper's needs and follow up to ensure they are satisfied

• Minimum two to four years of legal secretarial experience
• Experience in handling a wide range of administrative tasks
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment
• Ability to effectively manage conflicting priorities
• Excellent verbal, written, organization, analytical and interpersonal skills
• Outstanding client service and decision-making skills
• Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
• Familiarity with procedures of courts and regulatory agencies
• Ability to work independently, with minimum supervision while also contributing to a team
• Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
• Responsiveness to client communications practices and client contacts with the Firm, timekeeper/client needs and follow-up where appropriate
• Good understanding of basic business relationships and client confidentiality principles
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, iManage, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Nuance PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
• Become familiar with firm information resources