Legal Administrative Assistant/Service Specialist
CurrentOpens new case files, conducts conflict of interest checks; maintains all files, including periodic reviews and archiving older files.Establishes and maintains calendar and deadline reminder systems and meeting schedules; utilizes master calendar system, where applicable, assists attorney in organizing and managing multiple daily tasks.Ensures that attorney time sheets and billable time entries are recorded in a timely manner; completes and proofs attorney billing, e-billing, and proformas invoices.Processes incoming mail, including reviewing, sorting, scanning, dating, and otherwise organizing and routing it to appropriate parties; Manages outgoing mail ensuring it will be received on time, routing to specified or expedited delivery service as required and confirms delivery.Maintains positive contact with clients, attorneys, and staff and observes confidentiality of attorney-client matters.Completes administrative phone and email screening and messaging; where appropriate greets visitors.Organize document management program, and assist attorney in preparing weekly reports for clients.Projects high degree of professionalism and interpersonal skills.Works closely with administrative support staff; performs additional responsibilities as assigned; works collaboratively with other staff, paralegals, and attorneys.Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalfMaintaining comprehensive and accurate recordsPerforming minor accounting dutiesOrganizing meetings, including scheduling, sending reminders, and organizing catering when necessaryAnswering phone calls in a polite and professional mannerWelcoming visitors and identifying the purpose of their visit before directing them to the appropriate departmentManaging the executive’s calendar, including making appointments and prioritizing the most sensitive matters
