Legal Administrative Assistant

Haynes and Boone, LLP; Alexandria (VA); On-site; USD 48,000 - 65,000; Full time

Job summary

Haynes and Boone, LLP is seeking a non-exempt Legal Administrative Assistant in our Northern Virginia Tysons Corner office to support attorneys with independence, discretion, and a strong client-service focus.

The role covers client/matter requests, client bills, time/expense reports, document drafting and proofreading, file management, scheduling, mail handling, and overflow support for attorneys as needed.

Qualifications

• Must have 3+ years in a mid- or large-sized law firm.
• Strong familiarity with legal terminology and office procedures.

Responsibilities

• Process client/matter requests, client bills, time reports and expense reports.
• Word processing of drafts, revisions and final documents for client-related matters.
• Copy, distribute, file, and transmit completed work.
• Maintain physical and electronic files and contacts.
• Coordinate meetings and calendars; receive clients/guests.
• Transcribe and compose client-related correspondence.
• Prepare closing binders as needed.
• Handle incoming/outgoing mail.

Skills

Attention to detail

Customer service

Multitasking

Communication

Education

High school diploma or equivalent

Two years of college or equivalent

Tools

NetDocuments

Interaction

Chrome River

Emburse

Intapp

MS Word

Excel

Outlook

PowerPoint

Adobe

Job description

This non-exempt position performs full legal administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion, and requires attention to detail, problem-solving skills, and a customer-service orientation.

Essential Duties

• Performs legal administrative functions associated with firm tasks, including processing new client/matter requests, client bills, time reports and expense reports.
• Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
• Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
• Maintains physical and electronic files, and contacts.
• Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
• Transcribes and composes correspondence for client-related matters.
• Prepares closing binders, as needed.
• Handles incoming and outgoing mail.

Other Duties

• Provides legal administrative assistance to summer associates, visiting attorneys and attorneys whose LAA is absent, as well as provide overflow assistance when needed.
• Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
• Performs other related duties as needed or assigned.

Reporting Relationship

The LAA reports directly to the Office Administrator/Supervisor and indirectly to assigned attorneys.

Qualifications

Knowledge/Experience

Must have three or more years of experience working in a mid- or large-sized law firm. The LAA should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. They must have working knowledge and experience with the Firm’s technology and applications (NetDocuments, Interaction, Chrome River, Emburse, Intapp are strongly preferred). Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database is strongly preferred. Prior experience supporting more than one attorney is required.

Skills

The LAA must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.

Education

The LAA should possess a high school diploma, or its equivalent. Two years of college or equivalent work experience is preferred, but not required.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Office environment. Overtime Required.

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.

The Northern Virginia office of Haynes Boone is strategically located in Tysons Corner, just 30 minutes outside of Washington, D.C. An established retail, entertainment, and corporate hub, Tysons Corner is home to many Fortune 500 companies and boasts a thriving residential and business community. The office includes leading lawyers with extensive litigation and regulatory experience across a range of industries on federal, state, and private projects involving construction, government contracts, and white-collar issues.