Overview:
Reporting to the Operations and Human Resources Manager, the Legal Team Assistant will provide client service-related duties as part of an integrated legal support team encompassing a broad range of support tasks. Legal Team Assistants are expected to have a demonstrated positive and proactive customer service approach to support and work effectively as a member of a broader team. They must coordinate activities with their team as a collective group and work in conjunction with other team members. In general, Legal Team Assistants will work effectively within the legal support team structure as a collaborative team member to consistently contribute in a positive manner to the overall success of the team.

Responsibilities:

• Collaborate with the team to provide and coordinate legal administrative support for attorneys and clients. Review, track and complete incoming requests. Coordinate requests with other resources/departments while maintaining overall ownership of the request.
• Prepare and edit documents and spreadsheets. Prepare revisions and blackline documents. Generate and update TOA/TOCs using Best Authority; prepare Pleading Backs. Assist in the preparation of presentation materials for prospective clients using templates and tools. Proofread documents for formatting, spelling, and grammar. Coordinate complex document preparation with Word Processing as needed. Prepare documents for filings and notarize documents as needed.
• Conduct competitive intelligence research as needed. Use designated machine learning applications to review selected outcomes, determine relevance, extract/correct results, and update application searching parameters. Provide general database support and data entry/flagging including linking information to Business Development and other databases.
• Organize and maintain complex electronic files using multiple electronic tools/databases for the practice and individual attorneys. Code and file case/matter documents and emails within NetDocuments. Comply with client-specific security requirements, work with IT security to set and maintain legal team security access. Maintain paper and electronic files in compliance with Firm policies. Work with the Records Department to create, maintain and archive client files and indexes. Mark case or matter-related documents with filing instructions to ensure proper archiving. Perform routine filing and retrieve files as needed.
• Validate and process vendor invoices in a timely manner. Prepare and process expense reimbursement requests. Prepare New Business Intake forms and ongoing updates, including verification, compliance, routing, and maintenance of Outside Counsel Guidelines, Engagement Letters, pricing/discount levels, and marketing data. Assist in the preparation of client bills with the Billing Department.
• Manage, maintain, and update attorney calendars and contacts, including meetings, appointments, due dates, and client-related activities. Arrange for conference rooms and catering for attorney/client meetings. Coordinate specific court dates with the Managing Attorney’s Office as needed. Link Calendar entries to appropriate records in the Business Development database. Maintain attorney client contacts in Customer Records Management system.
• Provide additional general administrative support. Review, route, and prioritize incoming and outgoing correspondence (hard copy and electronic). Arrange for specialized mail or messenger services as required. Coordinate activities with mailroom and messenger personnel as needed. Prepare and process new case memoranda. Receive and screen phone calls and take messages. Receive and direct clients and visitors. Coordinate travel arrangements, prepare itineraries, and prepare travel expense reports.
• Other responsibilities/duties as assigned.

Qualifications:

• High School diploma required; a college degree preferred.
• 1-2 years of litigation experience; appellate experience a plus.
• 2-5+ years of administrative/clerical support experience.

EXPERIENCE

• ECF/e-Filing
• TOAs/TOCs
• Intermediate to advanced skills in Microsoft Word, Outlook, Excel, and PowerPoint, and Adobe Acrobat.
• Strong proofreading skills and attention to detail.
• Basic math and above average grammatical, proofreading, and verbal communication skills in English.
• Strong organizational skills to effectively multi-task.
• Ability to work effectively in a fast-paced and high-pressure environment.
• Highly motivated, self-starter able to work independently with a high degree of accuracy and professionalism.
• Good sense of judgment and ability to escalate problems to the appropriate manager.
• Experience working effectively in changing team environments and demonstrated ability to work collaboratively.
• Experience with effective workload balancing to accomplish multiple tasks, including working cross-functionally with other teams/resources.
• Strong client service orientation.
• Effective and proactive team player with strong interpersonal skills.
• Ability to meet deadlines and work well under pressure.
• Critical and analytical thinking skills, sound judgment.
• Ability to handle privileged, confidential, and sensitive information professionally.

• Collaborate with the team to provide and coordinate legal administrative support for attorneys and clients. Review, track and complete incoming requests. Coordinate requests with other resources/departments while maintaining overall ownership of the request.
• Prepare and edit documents and spreadsheets. Prepare revisions and blackline documents. Generate and update TOA/TOCs using Best Authority; prepare Pleading Backs. Assist in the preparation of presentation materials for prospective clients using templates and tools. Proofread documents for formatting, spelling, and grammar. Coordinate complex document preparation with Word Processing as needed. Prepare documents for filings and notarize documents as needed.
• Conduct competitive intelligence research as needed. Use designated machine learning applications to review selected outcomes, determine relevance, extract/correct results, and update application searching parameters. Provide general database support and data entry/flagging including linking information to Business Development and other databases.
• Organize and maintain complex electronic files using multiple electronic tools/databases for the practice and individual attorneys. Code and file case/matter documents and emails within NetDocuments. Comply with client-specific security requirements, work with IT security to set and maintain legal team security access. Maintain paper and electronic files in compliance with Firm policies. Work with the Records Department to create, maintain and archive client files and indexes. Mark case or matter-related documents with filing instructions to ensure proper archiving. Perform routine filing and retrieve files as needed.
• Validate and process vendor invoices in a timely manner. Prepare and process expense reimbursement requests. Prepare New Business Intake forms and ongoing updates, including verification, compliance, routing, and maintenance of Outside Counsel Guidelines, Engagement Letters, pricing/discount levels, and marketing data. Assist in the preparation of client bills with the Billing Department.
• Manage, maintain, and update attorney calendars and contacts, including meetings, appointments, due dates, and client-related activities. Arrange for conference rooms and catering for attorney/client meetings. Coordinate specific court dates with the Managing Attorney’s Office as needed. Link Calendar entries to appropriate records in the Business Development database. Maintain attorney client contacts in Customer Records Management system.
• Provide additional general administrative support. Review, route, and prioritize incoming and outgoing correspondence (hard copy and electronic). Arrange for specialized mail or messenger services as required. Coordinate activities with mailroom and messenger personnel as needed. Prepare and process new case memoranda. Receive and screen phone calls and take messages. Receive and direct clients and visitors. Coordinate travel arrangements, prepare itineraries, and prepare travel expense reports.
• Other responsibilities/duties as assigned