Legal Administrative Assistant

Russell Tobin; City of White Plains (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive healthcare coverage

401(k) retirement savings

Legal support

Employee discounts

Job summary

Russell Tobin is seeking a highly organized professional for a legal administrative role in White Plains, New York. The successful candidate will work closely with attorneys, manage client intake processes, maintain case files, and ensure billing accuracy.

With 3-5 years of relevant experience, exceptional communication skills, and proficiency in Microsoft Office, the ideal candidate will thrive in a fast-paced legal environment. Comprehensive healthcare coverage and other benefits are offered.

Qualifications

• 3-5 years of relevant experience in a legal administrative or client services role.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Conduct client intake processes, gather initial information, and open new matters.
• Prepare and distribute engagement letters and maintain accurate billing records.
• Manage accounts receivable, including collections and payment tracking.

Skills

Legal administrative support

Billing and invoicing

Communication skills

Multitasking

Microsoft Office

Job description

We are seeking a highly organized and detail-oriented professional to support a fast-paced, high-intensity legal environment. This role requires close collaboration with attorneys, clients, and internal teams. The ideal candidate is proactive, adaptable, and possesses strong communication and multitasking abilities.

Key Responsibilities

• Conduct client intake processes, including gathering initial information, opening new matters, and coordinating with attorneys and staff
• Prepare and distribute engagement letters, track retainers, and maintain accurate billing records
• Enter, review, edit, and finalize attorney time records; generate and send client invoices
• Manage accounts receivable, including collections and payment tracking
• Maintain case files, calendars, and workflows to ensure deadlines and deliverables are met
• Communicate professionally with clients, court personnel, and internal departments
• Provide administrative support to attorneys, including scheduling and organizing case documentation

Qualifications

• 3–5 years of relevant experience in a legal administrative, billing, or client services role (family or matrimonial law experience preferred)
• Strong organizational and time management skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to multitask and prioritize effectively in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with legal billing or case management systems
• Professional, team-oriented mindset with a willingness to support broader team needs

Benefits Disclosure

• “Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.”