Objective: The Legal Administrative Assistant / Receptionist is responsible for providing administrative support to our paralegals and reception duties, managing office supplies and additional administration as detailed below.
This position is designed for a highly motivated individual who excels in a fast paced, entrepreneurial environment that values top-quality work and positive contributions to the workplace.
Hours: Monday – Friday (8:30AM – 5:00PM); 5 days a week in office
Reports to: Director of Litigation Support Services (with dotted line to Branch Office Administrator)
Classification: Non-Exempt Position
Essential Functions:
Legal Admin Duties:
- Obtain and circulate docket sheets from the appropriate Court’s website (i.e. pre-litigation)
- Obtain and circulate legal/case-related articles and opinions
- Complete the transmittal of enclosure letters (i.e. creation of UPS/FEDEX, labels, priority mail labels)
- Print out and distribute documents as requested by paralegals
- Assist with scanning and saving documents into firm’s document management system
- Revise charts used for internal purposes (i.e. templates, list of mediators/judges)
- Update case contact lists
- Obtain and prepare exhibits for court or arbitration filings
- Maintain internal filing and file hard copy legal documents
- Provide additional support including but not limited to handling outgoing mail, saving and circulating internal mail, scanning, copying, binder creation and breakdown, and faxing
- Word processing, data input, and other legal support tasks
Reception Duties:
- Greet clients, vendors and guests upon arrival
- Answer office general telephone line during business hours
- Manage incoming/outgoing mail
- Office-related errands (Fed Ex, UPS, Wellness Shopping)
- For all meetings and events, order lunch and/or provide meal vouchers
- Provide parking vouchers for visitors
Facilities:
- Maintains daily order of:
- Conference Rooms, including:
- pre-meeting set-up and post-meeting cleanup
- set up computer and projector for virtual meetings and in-office presentations
- facilitate reservations and use of conference room
- Copy Room/Office Supply Area
- Reception Area
- Kitchen/breakroom Area, including ensuring it is kept clean and tidy; run dishwasher as needed; put clean dishes away
- Breakdown of boxes and other large items for disposal as needed
- Maintain organization of supply closets/cabinets
- Provide local support for marketing meetings and events including printing materials and preparing binders
Inventory management:
- Track Inventory on a weekly basis; proactively order supplies to ensure the firm doesn’t run out of needed items
- General Office Supplies (printer ink, pens, paper, etc.)
- Litigation supplies (exhibit tabs, red wells, etc.)
- Kitchen Supplies – Coffee, water, snacks, wellness items
- Keep printers stocked with paper and change printer cartridges, when needed
Skills Required:
- At least 1 year of experience as a legal assistant or 2+ years of administrative experience
- Understanding of office procedures, litigation processes and related requirements preferred
- Excellent grammar and proofreading skills
- Strong attention to detail
- Ability to multi-task, plan, and work in a fast-paced environment while taking direction from multiple paralegals with high expectations of performance
- Highly organized
- Excellent communication skills
- Intermediate to advanced skills in MS Word, Outlook, Excel and PowerPoint
- Must work well with a team
- Must be able to work independently, be a self-starter and take initiative
Salary Range: $60k – 65k
The Firm is providing this good-faith salary range to comply with applicable law. The applicant’s final salary will depend on a number of factors, including the applicant’s skills and years of experience.
Performance and Hours-Based Bonuses: This position is also eligible for an annual discretionary performance-based bonus (percentage of salary).
Benefits: This position is eligible for many additional benefits, including paid time off, sick time, medical and dental benefits, 401K contribution (and matching).
