Legal Administrative Assistant

PRIMARY OBJECTIVE(S) OF POSITION

Working in a team to perform legal administrative support for Associates and Paralegals, with a

specialization in supporting a Corporate and/or M&A practice, including document creation and

revision, scheduling internal and external meetings, managing and maintaining legal documents,

databases, and electronic records and files, assisting in supporting business development and other

duties as assigned.

ESSENTIAL FUNCTIONS

1. Initiates, tracks and provides the necessary follow up on all processes relevant to client file

openings and closings, including preparation of client engagement letters, necessary

consent and/or waiver forms, file transfers, entry of client information into Interaction and

clearing any potential conflicts. Works with intake, conflicts and finance teams to ensure

timely file openings.

2. Transcribes, types, and proofreads all documents for spelling, grammar, punctuation and

content errors. Drafts routine documents. Ensures tasks are performed accurately and

within established deadlines.

3. Assists with business travel including, but not limited to, conference registration, hotel and

flight reservations and other related accommodations. Maintains deadlines for

presentations and related conference materials.

4. Opens mail/e-mail, organizes by importance, routes to recipient or others for attention, and

where possible, attends to without further instruction from recipient.

5. Communicates with clients as appropriate. Without giving legal advice, furnishes client

with information sought by either reviewing the file or transferring client to attorney or

paralegal for assistance. Ensures accurate messages are taken and good judgment is

exercised as to when attorney or paralegal is interrupted.

6. Enters time for Associates and Paralegals, as requested. Creates time reports. Reviews

and revises monthly proformas for attorney(s) for accurate descriptions, transfers, etc.

7. Sets up and maintains client files electronically (and in paper format if requested).

8. Sets up internal and external meetings to accommodate all parties involved (i.e. web ex,

AV, teleconference, Microsoft Teams, Zoom).

9. Arranges for after-hours outgoing mail, outside courier service and rush word processing

service.

10. Assists Associates with Business Development efforts, including but not limited to

managing contacts in Interaction, coordination of client events and marketing materials.

11. Assists with projects relating to transactional matters, from preparation through post closing, including, but not limited to, data room maintenance, compilation/organization,

preparation of closing books (physical and electronic versions), knowledge of technical

aspects of data rooms and document maintenance including expertise in intermediate

software, such as advanced Adobe, Sharefile, DocuSign, SimplyAgree, Smartsheet, Carta

and Deal Manager (on Byron).

12. Assists with maintaining client records including, but not limited to, maintenance of

physical and electronic corporate and stock records.

13. Submits expenses and vendor invoices electronically in Chrome River for timely payment.

14. Manages CLE attendance for Associates and Paralegals to comply with license rules and

regulations.

15. Consistently participates in software and other training to enhance skill set.

16. Acts as a concierge of the firm to new associates and paralegals by answering questions

regarding procedures, making suggestions on next steps or more efficient ways to complete

an assignment; assist in finding applicable resources.

17. Assists and supports other LAAs in the department in executing their tasks and

responsibilities due to absence or assistance needed. Ability to work independent and as

part of a team.

18. If approved to work remotely, functions as if in the office, has reliable high-speed internet,

fulfills all duties and responds to requests in a reasonable amount of time. Answers and

makes phone calls and uses firm audio and video-conferencing technology, such as Zoom,

and/or Microsoft Teams to provide the best and most efficient communication and service.

19. Assumes other responsibilities as assigned or apparent

Remote Work :

No