Job Description

ProspectBlue has partnered with a law firm in Richmond, VA and is seeking a Legal Administrative Assistant.  The ideal candidate has 5+ years of experience as an Administrative Assistant, preferably in a law firm environment.  The role specifically supports the healthcare transaction practice area.

Job Summary:
The Legal Administrative Assistant, under the supervision of the Office Administrator, is responsible for providing a wide variety of services to all legal and non-legal staff. This role ensures smooth operations and excellent customer service, maintaining good working relations and fulfilling business needs. The ideal candidate will be organized, professional, and capable of managing multiple tasks with a friendly and efficient demeanor.
 
Key Responsibilities:

• Answer incoming phone calls, assess their importance, and take appropriate action, such as interrupting attorneys or notifying relevant individuals.
• Create documents using advanced features of software packages, working from dictation, rough drafts, or notes, and perform preliminary research as needed. Ensure correspondence is grammatically correct and ready for signature.
• Drafting documents based on attorney provided templates.
• Filing articles of incorporation, amendments, and restatements in multiple jurisdictions.
• Searching for corporate records in multiple jurisdictions.
• Maintain accurate and up-to-date calendars for assigned timekeepers, coordinating meeting schedules and handling logistics for off-site meetings, including material, equipment, and food/beverage requirements.
• Handle accurate billing for all 4 attorneys assigned to support.
• Greet clients and visitors professionally, notify relevant staff of arrivals, and provide general assistance.
• Open, sort, and distribute incoming mail for timekeepers, prepare outgoing mail, including overnight express, and determine the appropriate recipient for urgent mail in the absence of the timekeeper.
• Coordinate travel for timekeepers, including travel advances and expense reports, based on general instructions and travel preferences.
• Prepare information to open and close client files, maintain filing systems and databases, conduct preliminary conflict checks for new cases, and handle billing procedures.
• Complete special assignments independently or under general direction.
• Manage legal documentation and correspondence with strict confidentiality.
• Correspond with counsel, court, and clients as needed.
• Assist with accounting, billing, and timekeeping needs.
• Answer the phone promptly and direct calls to the appropriate office or individual.
• Create and manage both digital and hard copy filing systems for assigned attorneys.
• Implement and improve administrative processes for more efficient workflow.
• Perform various other duties as assigned.

 
Skills and Abilities:

• Experience in litigation and administrative law is highly preferred.
• Experience in communicating with government agencies is highly preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency with Microsoft Office Suite and legal document management software.
• Ability to provide assistance with PowerPoint
• Strong interpersonal skills with a friendly and efficient demeanor.
• Ability to maintain confidentiality and handle sensitive information.
• Proactive problem-solving skills.

 
Education and Experience:

• Bachelor's degree preferred, but high school diploma accepted with some college or equivalent work experience.
• 5+ years of experience as an Administrative Assistant, preferably in a law firm environment.
• Proficient in Microsoft Office, with knowledge of spreadsheets and word processing documents.
• Ability to create an organized filing system.
• Exceptional customer service skills and professional phone manner.

 
Competitive compensation and benefits.  This is a full time in-office position.