Job Summary
We are seeking a highly organized and detail-oriented Legal Administrative Assistant to join our dynamic legal team. This vital role offers the opportunity to support a wide range of legal functions, ensuring smooth office operations and efficient case management. The ideal candidate will possess strong administrative skills, a solid understanding of various legal practice areas, and the ability to manage multiple tasks with professionalism and enthusiasm. The Legal Administrative Assistant is required to be physically present at the reception area during working hours. This position combines administrative responsibilities with front desk duties, including greeting visitors, answering phones, and maintaining a welcoming and professional environment.
Key Responsibilities
- Provide comprehensive administrative support to attorneys and legal staff, including managing calendars, scheduling appointments, and coordinating meetings.
- Maintain high degree of confidentiality.
- Support client communication through professional phone etiquette, drafting correspondence, and maintaining positive client relationships.
- Prepare, review, and proofread legal documents, contracts, pleadings, and correspondence with precision and attention to detail.
- Process incoming correspondence.
- Prioritize tasks, manage multiple deadlines, and proactively anticipate needs to ensure efficient workflow.
- Coordinate with attorneys and staff to ensure readiness for all scheduled events.
- Guide the client through onboarding and internal processes.
- Manage all phases of document management using Clio
- Assist in court filing processes (Pacer, NYSCEF, e-file) and discovery coordination with paralegals.
- Using case management software, maintain and organize active case files and conduct all other coordination necessary to keep attorneys notified.
- Coordinate with appropriate staff on discovery tasks, service of subpoenas, preparation of documents for meetings and collection of client documents.
Required Skills & Experience
- Proven experience as a paralegal or legal assistant with familiarity in general & commercial litigation, & estate planning
- Excellent verbal and written communication
- Strong organization, multitasking, and time management skills
- Experience with legal case management software such as Clio
- Advanced Outlook 365 and full Microsoft Office Suite, including Word, Excel and Power Point; Adobe
- Discretion and high attention to detail
- Proven ability to manage complex and shifting priorities
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