Administrative Assistant

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The Administrative Assistant provides comprehensive administrative and organizational support to a team of legal professionals. This role is responsible for preparing routine correspondence, maintaining databases, coordinating meetings, and tracking the status of ongoing matters to ensure compliance with internal procedures and client expectations.

Job Responsibilities

• Matter Setup – Prepare and process documentation required to open new matters, ensuring accuracy and completeness.

• Client Reporting – Compile and manage recurring client reports, ensuring timely and accurate delivery.

• Status Tracking – Monitor the progress of active matters and prepare authorizations or updates as requested.

• Document Preparation – Draft routine correspondence including engagement letters, confirmations, and status updates.

• Digital Workflow Support – Prepare daily electronic signature packages and distribute them to appropriate internal and external contacts.

• File & Database Management – Create, organize, and maintain matter files and update internal practice management systems.

• Data Maintenance – Maintain accurate contact information and related data within internal CRM or tracking systems.

• Correspondence Processing – Process incoming and outgoing communications and prepare summary trackers for review.

• Event Coordination – Track invitations and RSVPs for department‑related conferences and events.

• Meeting Support – Record and maintain call notes for client meetings.

• Backup Support – Provide backup assistance for various tracking spreadsheets and internal databases.

• Technology Utilization – Use internal AI tools to support workflow efficiency.

Knowledge, Skills & Abilities

• Confidentiality – Ability to maintain strict confidentiality at all times.

• Communication – Strong written and verbal communication skills.

• Technical Skills – Proficiency with Microsoft Office and Windows-based systems.

• Attention to Detail – Excellent spelling, grammar, and accuracy.

• Teamwork – Ability to work independently and collaboratively in a fast-paced environment.

• Adaptability – Comfortable managing shifting priorities and meeting deadlines.

• Typing – Ability to type 50+ WPM accurately.

• Physical Requirements – Ability to lift up to 20 lbs as needed.

• Schedule Flexibility – Ability to work overtime when required.

Education

• Bachelor’s degree required.

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