Administrative Assistant

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Job description

Job Summary: The Administrative Assistant will play a crucial role in ensuring the smooth operation of our law firm. This position requires a proactive individual who can manage multiple tasks efficiently and work collaboratively with attorneys, paralegals, and other staff members. The ideal candidate will have excellent communication skills, a strong work ethic, and a commitment to maintaining confidentiality.

Key Responsibilities:

Office Management:

Answer and direct phone calls, take messages, and handle general inquiries.

Greet and assist clients and visitors in a professional and courteous manner.

Maintain office supplies inventory and order supplies as needed.

Organize and schedule meetings, appointments, and conference calls.

Manage office filing systems, both electronic and physical.

Document Management:

Prepare, edit, and format legal documents, correspondence, and reports.

Assist with the drafting and proofreading of legal documents.

Scan, copy, and file documents accurately and in a timely manner.

Manage and organize client files and case documents.

Support to Legal Staff:

Assist attorneys and paralegals with case management tasks.

Coordinate and manage court filings, including e-filing in various jurisdictions.

Track and manage deadlines for filings, submissions, and other critical tasks.

Prepare and distribute client invoices and manage billing inquiries.

Conduct basic legal research and gather information as needed.

General Administrative Tasks:

Handle incoming and outgoing mail and deliveries.

Assist with special projects and tasks as assigned by management.

Maintain confidentiality of all client and firm information.

Qualifications:

Education: High school diploma or equivalent required; associate's or bachelor's degree preferred.

Experience: Minimum of 2 years of administrative experience, preferably in a law firm or legal environment.

Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Familiarity with legal software and case management systems is a plus.

Strong organizational and multitasking abilities.

Excellent written and verbal communication skills.

Attention to detail and accuracy in work.

Ability to work independently and as part of a team.

Strong time management skills and the ability to prioritize tasks effectively.

Benefits:

Competitive salary commensurate with experience.

Health, dental, and vision insurance.

Retirement plan with company match.

Paid time off and holidays.

Opportunities for professional development.

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