Administrative Assistant

Lieff Cabraser Heimann & Bernstein, LLP, a national leader in plaintiffs' class action and multi-plaintiff litigation, has an immediate opening onsite in Nashville for a highly motivated and proactive Administrative Assistant.

Ideal candidate will have a min of 3 years' experience supporting attorneys in a legal or law firm setting. Must have knowledge of litigation and court filing procedures and possess excellent verbal and written communication skills. Position will have responsibility for heavy travel and meeting planning, processing of monthly expense reports, time entry, preparing correspondence, and general admin duties as assigned. The ability to multi-task is essential. Great opportunity for a motivated self-starter who enjoys working in a fast-paced and thriving environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.
• Conserves attorneys' time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences and attorney meetings; scheduling couriers, court reporters, expert witnesses; preparing expense reports, and assisting with other special functions as needed.
• Maintains attorney calendar by planning and scheduling conferences, teleconferences, and travel, including booking airfare, hotel reservations and car rentals; may also arrange meeting spaces.

• Represents attorney by communicating and obtaining information; following up on delegated assignments; knowing when to act and when to refer matters to attorney.

• Generates revenue by documenting and inputting attorney billable time and reimbursable expenses.

• Corresponds with various court personnel; including judges, court clerks, etc., as well as attorneys, paralegals, and other legal staff from outside law firms or other agencies.
• Registers attorneys for conferences, court admissions, CLE trainings, and processes payment for fees as mandated by the State Bar.
• Assists attorneys and administrators with coordinating firm events such as securing and tracking attendees at tables for internal and external functions.
• Enhances department productivity by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job requirements.
• Other duties as assigned by the Firm including, but not limited to, performing notary services (if licensed); and assisting Records Department (see below for description of Records Department tasks):

Records Department

Scanning and saving documents to iManage systematically; quality control of documents received daily to determine if they have been previously saved to iManage; sorting and organizing hard copy documents under their case numbers and entering them into Autonomy (e.g. CDs, Deposition Transcripts, Hearing Transcripts, all different kinds of Agreements with Original Signatures, etc.); prioritizing requests such as document search requests, retrieving binders and documents that are to be processed for off-site storage from attorneys, paralegals and other staff; checking destruction bins regularly; processing documents and boxes that are going off-site, retrieval and returns; and saving emails and attachments received daily to iManage.

EDUCATION and/or EXPERIENCE

Must have a minimum of three years of experience as an administrative assistant/legal secretary in a law firm or professional services environment. B.S. /B.A. preferred but not required.

Additional requirements include knowledge of legal terminology, court rules and procedures. Flexible and solutions-oriented with the ability to work under pressure. Understanding of basic business relationships and confidentiality principles. Proficiency in typing and advanced software functions. Ability to train others, coordinate work activities, prepare legal correspondence and documents, interpret rules, regulations, policies, and procedures, and organize and maintain files and records.

Proof of COVID-19 vaccination administered by a third party will be required as a condition of employment in accordance with applicable law. Such documentation should omit any medical information. Any record of vaccination will be maintained as confidential.

Lieff Cabraser Heimann & Bernstein, LLP is an Equal Opportunity Employer. We are committed to an environment of diversity and inclusion. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. For more information on our firm, visit us at

Job Type: Full-time

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person