Legal Administrative Assistant

LHH Recruitment Solutions is seeking a Legal Administrative Assistant for a powerhouse law firm to join the IP and Trademark team. This role is responsible for providing high level secretarial and administrative support to attorneys and other members of the practice group. This opportunity is hybrid and full time.

Responsibilities

• Draft engagement letters and submit to potential clients; process new client cases into the in-house database for conflict checks
• Prepare, edit, proofread and maintain a variety of legal documents and files for attorney review; draft and edit legal documents, redline, TOAs and TOCs, transcribe information from typed or handwritten notes, or dictation
• Develop and maintain practice group annual budget and update as necessary
• Liaise with team members to ensure appropriate client filings and regulatory requirements are met
• Prepare, process and track check requests, reimbursements requests, invoices, for attorneys and practice group
• Coordinate all aspects of attorney travel arrangements and prepare travel itineraries; monitor and process travel reimbursement; maintain Outlook calendar and monitor deadlines
• Maintain all files and assume responsibility for all phases of document control; handle inbound and outbound client communications and proactively ensure that all deadlines are met
• Assist with the preparation, creation and proofreading of PowerPoint slides/presentations and other materials
• Prepare documents for scanning, filing, faxing, emailing or mailing, preparing envelopes, labels, FedEx/UPS forms, fax cover sheets or messages slips
• Maintain client lists, contact list and other electronic databases
• Answer multiple phone lines, route calls to appropriate individuals
• Assist with meeting planning coordination and support, including internal and external meetings, booking conference rooms in other offices and arranging catering for client meetings
• Process and post attorney time entries and assist with client billing; prepare draft bills; review and edit pre-bills; and liaise with finance on billing and collections
• Coverage for legal administrative absences and assistance with overflow work as needed
• Perform any and all other duties as necessary to support various attorneys

Qualifications

• Bachelor's degree plus 3-7 years of equivalent work experience required, trademark or IP experience strongly preferred
• Strong computer skills is required
• Experience with document management, time management, and invoicing systems is required
• Must have exceptional written and verbal communication skills
• Working knowledge and experience providing a wide-ranging administrative support to multiple team members, including remote attorneys
• Ability to prepare an accurate and highly detailed work product; excellent editing and proofreading skills required
• Knowledge of firm accounting practices primarily related to attorney time entries and client billing; Aderant Expert experience preferred
• Flexibility to work overtime when required

Salary: $80,000-$95,000