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    Legal Administrative Assistant - Boca Raton, United States - Wiggin and Dana LLP

    Wiggin and Dana LLP
    Wiggin and Dana LLP Boca Raton, United States

    3 weeks ago

    Default job background
    Legal
    Description

    Summary

    The Legal Administrative Assistant ('LAA') – PCS provides administrative and secretarial support to lawyers, paralegals, and administrators in our Private Client Services group. The LAA may also offer billable and non-billable legal assistance as determined by the attorneys. This role demands an individual with robust communication, organizational, and time management skills, able to collaborate with a team or work independently.

    Job Duties

    • Provides word processing and document production services. Utilize office services support as appropriate.
    • Drafts correspondence, having knowledge of common T&E documents.
    • Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.
    • Prepares documents for mailing with special attention given to completeness of enclosures, etc.
    • Prepares new client matter request packet and coordinates approval; coordinates conflict search processes; prepares retainer letters.
    • Files court documents electronically.
    • Handles incoming telephone calls, taking thorough messages. Ensures timely responses to calls.
    • Handles time entry and client billing, including electronic billing.
    • Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with billing attorney as necessary.
    • Ability to extract appropriate billing information as requested.
    • Organizes files and databases; maintain documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.
    • Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.
    • Dockets case/matter deadlines. Keeps attorneys informed about deadlines.
    • Provides back‐up assistance to other administrative assistants and staff members as required.
    • Notarizes documents as requested.

    Requirements

    • Experience: Administrative experience in a law firm or legal services industry. 2+ years of Trusts and Estates experience is a plus.
    • Knowledge/Skills and Abilities:
    • Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint; familiar with current version of software. Ability to execute advanced formatting, table of contents, table of authority.
    • Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.
    • Excellent knowledge of grammar, spelling and punctuation.
    • Legal writing skills, knowledge of legal terminology.
    • Knowledge of state and federal procedural rules ensuring specific knowledge of local rules for jurisdiction of cases.
    • Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.
    • Strong oral and written communication skills.
    • Strong customer service orientation.
    • Ability to be in the office on a daily basis, working a full day.
    • Notary Public.

    Essential Physical/Mental Demands

    • Ability to sit for extended period of time.
    • Ability to keyboard for extended period of time.
    • Ability to deal with stress due to workload pressures.
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