Administrative Assistant / Legal Professional Assistant

The Administrative Assistant / Legal Professional Assistant (LPA) will play a pivotal role in providing high-level administrative and legal support to a team of attorneys in a fast-paced environment. This position ensures the team’s daily operations run efficiently by providing outstanding administrative support while delivering exceptional service to attorneys, professional staff, clients, and vendors. The Administrative Assistant/ LPA will have the expectation of managing and balancing multiple priorities simultaneously.

The Administrative Assistant / LPA will work a regular, in-office schedule.  The typical schedule will consist of 7.5 hours per day equating to 37.5 hours per week. Additional hours (including overtime) will be required on occasion. 

Primary Duties and Responsibilities

The Administrative Assistant / LPA will perform the following tasks and functions:

• Manage the calendars for the assigned attorneys including scheduling, rescheduling or sending individual or group meeting invitations and tracking participation and attendance; Coordinate travel arrangements including scheduling flights, ground transportation, overnight accommodations, preparing directions, confirming travel schedules and completing expense reports.
• Perform administrative duties including scheduling appointments, drafting routine correspondence, scanning and converting various documents, and reading and routing incoming mail.
• Schedule and coordinate in-person meetings including arranging catering, reserving conference rooms, and coordinating with attorneys and other administrative support staff when appropriate.
• Prepare, edit, and file correspondence, documents, reports, and presentations, ensuring proper indexing and filing of original documents both paper and in the electronic records management system.
• Prepare and revise legal documents, contracts and correspondence, calendaring deadlines, and filing/recording legal documents and financing statements.
• Manage contact information and new client intake information.
• Serve as back-up support for attorneys, paralegals or other administrative staff, as needed. 
• Attend team meetings to ensure client needs are properly met and prioritized.
• Adhering to all firm policies, procedures, standards and guidelines, including maintaining client confidentiality. 
• Other duties as assigned by the attorney team.

Requirements

• High School diploma/GED and a minimum of 3 years of experience as an executive assistant in a professional services industry or the equivalent combination of education and experience. College degree preferred. 
• Strong time management and organizational abilities, with a proven capacity to prioritize tasks, manage concurrent projects, and perform effectively under pressure. Must be adaptable to shifting deadlines and responsive to urgent requests.
• Advanced proficiency in Microsoft Office Suite, especially Word, Outlook and PowerPoint.  Familiarity with Adobe, databases, electronic document management systems, and electronic billing and expense report systems preferred.
• Excellent written and oral communication skills including grammar, punctuation and proofreading.
• Exceptional interpersonal and customer service skills.  Polished and professional image is paramount.
• Skilled in the operation of office equipment such as copy/scanning machine, postage meter, and fax machine.
• Motivated, self-directed individual with ability to anticipate and resolve issues and work with minimal supervision.
• Committed to a collaborative mindset and to actively contribute to team-oriented goals.