What are the responsibilities and job description for the Legal Administrative Assistant position at Clark Hill?
Clark Hill is seeking a Legal Administrative Assistant to support the Cybersecurity/Data Privacy group in the firms Chicago office. The ideal candidate will be proficient with Microsoft Office including Word, Excel and Outlook including the use of styles and the creation and formatting of complex documents. This position reports to the Office Manager, as well as their assigned attorneys, and is responsible for providing the requisite legal secretarial and administrative support (clerical) needs of their assigned attorneys.
Key Responsibilities:
- Provide comprehensive secretarial support functions for attorneys including creating, editing, revising, redlining and/or proofreading documents from dictation, handwritten, typed and/or electronic copy
- Facilitate the calendaring/docketing of important dates in conjunction with the docketing team
- Process and route incoming/outgoing mail, faxes and electronic communications.
- Prepare new client/matter intake forms and engagement letters liaising with conflicts team as needed
- Process and monitor expense reports/reimbursements, vendor bills and check requests.
- Support the billing process including assisting attorneys with entering, proofreading and releasing time entries and coordinating with the billing team on the mailing of invoices
- Assist with managing the calendars of assigned attorneys including coordinating meetings, making travel arrangements, scheduling conference rooms and arranging food orders in conjunction with hospitality teams
- Maintain administrative and client files in electronic and paper format adhering to the Firm’s information governance policies and procedures in conjunction with the records team
- Support other legal support services team projects and initiatives including providing back-up support to other legal secretaries as needed
Experience & Qualifications:
- High School Diploma, or equivalent, required
- A minimum of three (3) years of legal administrative experience required; experience supporting transactional attorneys with litigation is a plus.
- Familiarity with and strong working knowledge of legal terminology
- Extensive experience in formatting and styling documents, multi-level auto number and conversion/formatting documents
- Experience supporting multiple attorneys simultaneously
- Strong time management skills including the ability to multi-task, prioritize work and communicate workload challenges to attorneys and/or administrative manager
- Advanced skills in Windows, Word, Excel, Outlook, and iManage
- Experience with timekeeping/billing software
- Superior communication and engagement skills, including the ability to interact credibly and diplomatically with individuals at all levels of the Firm including clients
- Strong interpersonal skills including the ability to work effectively in a collaborative organization and to create consensus-based support for strategies and processes
- Exceptional organizational, grammar, spelling and proofreading skills to support heavy administrative responsibilities
- Ability to act as back-up to other team members to support