Job Title: Legal Administrative Assistant - Labor & Employment/Immigration
Job Responsibilities:
- Operate standard office equipment and transcribe dictation as needed.
- Prepare correspondence, memoranda, and legal documents from both written and oral drafts, and draft standard correspondence and documents.
- Handle incoming and outgoing mail, ensuring timely delivery and routing through specific delivery services if necessary.
- Open new files, request conflict of interest checks with Accounting, and assist attorneys with clearing such checks.
- Maintain all client and general files, conduct periodic reviews for potential storage of older files, and prepare files to be closed.
- Receive clients and visitors, maintain good public relations with clients, and observe confidentiality of attorney-client relationships.
- Schedule appointments for attorneys and maintain their calendars and deadline reminders.
- Assist attorneys in tracking various items to ensure smooth workflow and meeting of deadlines, including engagement letters, client contracts, billings, and diaries.
- Process bills, proof/edit billing sheets, and review/edit invoices to ensure compliance with client billing guidelines.
- Process expense reports and invoices, such as reimbursements and hearing transcripts.
- Collaborate with a travel agency to arrange travel accommodations like flights, car rentals, and hotels, and manage related calendars.
- Assist attorneys with marketing issues, including arranging tickets and gifts for clients.
- Coordinate with administrative support staff and ensure the timely submission of attorney time sheets.
- Perform overflow work, including typing, filing, photocopying, and reception relief, as time permits.
- Fulfill other duties as assigned and perform all essential job duties satisfactorily, with or without reasonable accommodations.
Education and Experience Information:
- Minimum of 3 years’ experience as a legal administrative assistant or paralegal.
- Experience as an executive assistant is preferred, particularly in managing significant projects, practices, or client relationships.
- Experience in Labor & Employment or immigration legal work is helpful to understand law office policies and procedures.
- Proficiency in Microsoft Word and Outlook is required; experience with PowerPoint is helpful but not mandatory.
- Familiarity with Tracker, LawLogix, or similar software is preferred but not required.
- A genuine willingness and desire to learn new skills as needed.
Knowledge, Skills, and Abilities Required:
- Confidence in skills and experience with superior attention to detail, including strong proofreading and editing abilities.
- Ability to prioritize and execute tasks in a fast-paced environment.
- Ability to transcribe legal documents, correspondence, and reports at 65 words per minute.
- Strong organizational skills to manage numerous tasks under time constraints.
- Effective interpersonal skills to communicate and follow instructions from a diverse group of clients, attorneys, and staff.
- Experience working both independently and in a team-oriented, collaborative environment.
- Discretion and independent judgment on significant matters.
- Ability to work occasionally more than 40 hours per week, including irregular hours when necessary.
Working Conditions:
- Normal law office environment with minimal exposure to excessive noise, dust, or temperature variations.
Equal Employment Opportunity and Diversity Statement:
The law firm is committed to equal employment opportunity and diversity. It ensures recruitment, hiring, training, promotion, compensation, and benefits are provided without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, disability, medical condition, military status, genetic information, marital status, sexual orientation, gender identity, or any other protected basis under applicable laws. The firm complies with all federal, state, and local equal employment opportunity laws.
