Assistant - Washington, D.C.

Mintz; Washington (District of Columbia); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Comprehensive benefits package

Bonus eligibility

Job summary

A professional services firm in Washington, DC is seeking an experienced Administrative Assistant to support a dynamic team of lawyers. The role requires managing complex calendars, preparing legal documents, and facilitating timely billing. Candidates should have a bachelor’s degree, 5+ years of relevant experience, and proficiency in MS Office tools. Strong organizational and communication skills, along with the ability to manage multiple priorities under tight deadlines, are crucial for success. This position offers a salary range of $85,000 - $100,000 and is bonus eligible.

Qualifications

• 5+ years of legal or professional services administrative experience.
• Advanced knowledge of MS Office tools and legal terminology.
• Experience with document management systems and billable hours management.

Responsibilities

• Manage complex calendars and travel logistics.
• Prepare and proofread legal documents with high accuracy.
• Facilitate timely billing and manage client communications.
• Conduct legal research and monitor litigation deadlines.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Professionalism

Discretion

Education

Bachelor’s degree

Tools

MS Word

Outlook

Excel

iManage

Chrome River

Job description

In this position, you will support a dynamic team of lawyers by managing complex calendars, travel, and logistics, preparing and perfecting legal documents, coordinating client and matter workflows, and serving as a reliable point of contact. You will use sound judgment to prioritize competing requests, communicate clearly with stakeholders, and maintain impeccable quality and confidentiality—ensuring that both client service and internal operations run smoothly and efficiently.

Responsibilities:

• Manage and maintain calendars by scheduling appointments, coordinating meetings, conferences, and travel; proactively resolve conflicts and communicate updates early.
• Serve as a professional, discreet point of contact for internal and external stakeholders.
• Prepare, edit, redline, and proofread legal documents and correspondence with high accuracy.
• Organize documents and maintain version control within the document management system (iManage or equivalent).
• Support new client/matter intake, conflicts checks, and engagement letters; coordinate with Billing on matter setup and closeout.
• Facilitate timely daily time entry; assist with prebills, edits, billing deadlines, and expense processing (Chrome River or similar).
• Process monthly billing by inputting draft edits, reviewing guidelines, finalizing bills, and distributing invoices in coordination with the assigned billing specialist.
• Assist attorneys with CLE credit monitoring and reporting in partnership with Attorney Development.
• Initiate conflicts processes, draft and route engagement letters, submit intake documentation, follow up on signatures/retainers, and save executed letters to the DMS.
• Ensure all client DMS workspaces are properly organized and that version control and document integrity comply with the Firm’s Information Governance Policy.
• Advise attorneys on Outlook folder/DMS link usage and monitor compliance with email retention policies.
• Track critical dates and deliverables; elevate risks promptly and maintain team alignment on priorities.
• Retrieve, review, and save pleadings, court documents, and discovery materials to the appropriate DMS workspace.
• Monitor litigation deadlines and assist with drafting motions, responses, and other pleadings under attorney direction.
• Conduct research on cases, rules, and statutes, including contacting court personnel to ensure compliance with judge‑and court‑specific requirements.
• Format, finalize, file, and serve court documents while adhering to all applicable rules.
• Prepare and organize documents, exhibits, and materials for filings, hearings, depositions, and trials in state and federal matters.
• Draft notices of deposition, subpoenas, and written discovery (RFPs, RFAs, interrogatories); serve parties; and arrange process service and court reporters.
• Contribute to process improvements by developing checklists, templates, and playbooks to enhance team efficiency.
• You will use legal tools to deliver consistent quality and speed. You should be willing to learn and participate in trainings for systems and, with training, be able to understand and operate the following: InTapp (time entry and related workflows), iManage (document management and workspace organization), Dayforce (HR/time and attendance), Chrome River (expense management), Billstream (billing/proforma workflows), PACER and state and federal ECF systems.
• Handle sensitive client communications with discretion and professionalism, coordinate with families and advisors.
• Log and update all daily tasks, and activities accurately in MyDay by each end of day.
• Assume additional responsibilities as requested.

Who You Are:

• An organized, high‑capacity multitasker who rapidly sets priorities, aligns stakeholders, and keeps commitments visible and on track for the team.
• A strong communicator—in writing and verbally—who calibrates tone, detail, and urgency to the situation and the recipient.
• Steady under pressure, adept at navigating shifting priorities and tight deadlines while maintaining accuracy and professionalism.
• A collaborative, solutions‑oriented teammate who proactively provides cross‑coverage and shares knowledge to elevate team performance.
• Relentlessly committed to quality, consistently identifying inconsistencies, resolving issues at the source, and safeguarding flawless work product.
• Ethical, discreet, and trustworthy, exercising sound judgment with sensitive information and earning confidence through reliability.
• Curious and growth‑minded, seeking feedback, mastering new tools and processes, and driving continuous improvement.
• This person must have the ability to follow up and follow through with tasks in a timely and efficient manner.

Qualifications:

• Education: Bachelor’s degree and relevant professional experience required.
• Experience: 5+ years of legal or professional services administrative experience (legal or practice‑specific exposure a plus).
• Technical: Advanced MS Word (styles, numbering, cross‑references), Outlook, Excel, and PDF tools (combine, bookmark, redact).
• Knowledge: of legal terminology, civil procedures, and discovery is required, as well as experience filing documents with courts and other agencies.
• Familiarity with iManage, InTapp, Dayforce, Chrome River, Billstream (or willingness to learn with training).

The salary range for this position in the Washington, DC office is: $85,000 - $100,000.

This position is bonus eligible. Mintz offers a comprehensive benefits package.

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