Legal Administrative Assistant

Jan. 10, 2020

Job purpose

 

Full time legal administrative assistant position in a small office comprised of 10 attorneys and 3 additional law firm staff. Multi-dimensional administrative responsibilities include preparing and revising correspondence, merger, acquisition, corporate finance, executive employment and other legal agreements, digital filing, scanning documents, running conflict checks, managing client file opening, file maintenance and closing process, managing office supplies, distributing mail, and maintaining reception area and conference rooms. The position requires impeccable professional appearance, demeanor and communication skills, strong attention to detail and excellent client service skills.

Essential Functions, Duties and Responsibilities

General Office

  • Prepare, review, and edit correspondence, contracts and other confidential legal documents, ensuring high quality, accuracy and comprehensiveness

  • Run conflict checks, open and close files and maintain information in CRM

  • Create engagement letters and complete client engagement process

  • Create forms, spreadsheets, and process documents

  • Establish and maintain current master firm calendar of events and a deadline reminder system for assigned attorney(s) – organize and arrange meetings, schedule appointments, manage conference rooms

  • Manage incoming and outgoing mail, faxes, and phone calls in a confidential, organized and efficient manner

  • Greet clients, professionals and visitors

  • General clerical duties such as photocopying, scanning, faxing, filing and collating

  • Receive, sort and forward incoming mail and outgoing mail and express mail services (FedEx, UPS, etc.)

  • Maintain conference rooms, kitchen and reception area appearance

  • Occasional off-site duties may be required

  • Back up other staff as necessary

  • Proof-read articles, correspondence and other documents for transmittal or publication  

  • Provide other general administrative support for growing and active law office

 

Qualifications

General

  • Strong verbal, written, organizational and interpersonal skills

  • Proficient with Microsoft Office suite (including Word, Outlook, Excel and PowerPoint) as well as Adobe products

  • Aptitude to learn other software systems particular to firm and practice

  • Ability to work effectively in a busy team environment

  • Ability to organize workload, multi-task and prioritize projects, manage deadlines and creatively assist with practice and client management tasks

  • Ability to work independently with minimal instruction

  • Detail oriented with strong organizational skills

  • Experience with basic office hardware including scanners, copies, etc.

  • A dependable work ethic and commitment to providing quality service

Education/Certifications

  • High-school education

  • Associate’s degree strongly preferred

Skills

  • Highly skilled with all Microsoft office products

  • Ability to type at least 60 words per minute

  • Intuitive problem-solving skills relating to computer and software usage

Experience

  • 3 or more years as Administrative Assistant

  • Law office administrative experience preferred but not required

  • Familiarity with Clio, NetDocs DM and Lexicata CRM systems a plus  

 

Working conditions

  • Office environment

  • Desk work

Physical Requirements/Frequency

  • Desk work; ability to sit for long stretches (frequent)

  • Ability to lift up to 30 pounds (occasional)

  • Ability to operate computer and other office equipment (frequent)

  • Occasional walking, bending, lifting 

Classification

  • Full-Time (Monday through Friday 8:00am to 5:00am)

  • Non-exempt

Please email your resume and cover letter to Hello@avisenlegal.com


Written By:
Avisen Legal

With over 100 years of collective experience, Avisen Legal attorneys deeply understand a broad range of legal and business issues.   We elevate the standard for innovative business counsel. 

E-mail Avisen

Offices:
901 Marquette Ave S.
Suite 1675
Minneapolis, MN 55302

Call Us:

(612) 584-3400