Our busy legal firm is looking for a legal assistant to help our attorneys and paralegals assist clients and ensure we’re operating with excellence for clients. You’ll assist with the preparation of legal documents, and handle all office correspondence including answering phone calls and emails, arranging meetings and travel, and reminding the team of upcoming deadlines. If you have experience in a law firm environment, work well under pressure, and are looking for a rewarding opportunity in the legal industry, we want to connect with you. You must be able to multi-task, think on your feet, take initiative, and be extremely organized.

Compensation:

$60,000 - $70,000 yearly

Responsibilities:

Arrange travel, schedule meetings and appointments for the team, such as depositions, and coordinate with outside vendors for events
Take care of administrative tasks and office correspondence by answering phone calls and emails, communicating with opposing attorney offices, taking dictation, and informing the team of upcoming deadlines
Accept other administrative tasks as needed to assist the team and ensure the firm runs smoothly
Work with attorneys and paralegals to create various legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when requested
Conduct legal research, when necessary, with guidance from attorneys and paralegals

Client Focused Tasks

Interact with clients and build relationships with them by phone, email, and, face-to-face in person

Providing better communication with clients
Strengthening the relationship between the client and the firm

Schedule client calls and meetings

Assuring that the attorneys’ calendars are accurately maintained and organized in a logical and efficient manner

Interact with the courts and administrative agencies regarding hearings, motions, and, other appearances

Becoming the courts’ primary point of contact with the firm for all administrative and scheduling issues

Attorney Focused Tasks

Prepare and ensure the execution of engagement agreements as directed by the owner

Combining the standard language in the engagement agreement with the attorneys’ instructions that customize the agreement
Ensuring that the client receives the engagement agreement and that they execute it and return it to the firm

Keep attorneys' calendars and send reminders

Assuring that the attorneys’ calendars are accurately maintained and organized
Assuring that the attorneys’ work-days are organized in a logical and efficient manner

Manage the Attorneys' mail

Retrieve, date stamp, and open mail for assigned attorneys
Retrieve and deliver assigned attorneys' voicemails and ensure that copies are included in the firm’s client files (paper and/or electronic)

Prepare and send legal correspondence as directed by attorneys

Put documents keyboarded initially by attorneys into final form, ready for delivery to courts, clients, co-counsel, and opposing counsel

Draft non-legal correspondence

Communication with the firm’s bankers, suppliers, Landlords, and others

Organize the attorneys’ files

Assure that the attorney has all of the relevant materials ready for in-office meetings, court, or other off-site meetings

Administrative Tasks

Enter Attorneys’ time and billing data
Prepare and send bills to clients
Set up and manage new client and firm files
Make copies/scans documents
Assist with Policies and Procedures

Qualifications:

Organizational skills and communication skills are necessary for this position
Minimum 1-2 years of experience in a law firm or office environment as an administrative assistant or secretary
High school diploma or equivalent is required; associate’s degree is a plus
Candidates must have worked with legal software, case management, and docketing programs
Candidates should be able to type at least 50 words per minute
Comfortable working with all Microsoft Office products

Must be comfortable with technology, CRM, and work within deadlines.

About Company

Who Are We:

At the Law Office of Polly Tatum, we help our valued clients find solutions to their most pressing concerns and dearest hopes for their future.

Law Office of Polly Tatum

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Legal Administrative Assistant