Legal Administrative Assistant

Grant, Herrmann, Schwartz & Klinger LLP; Miami (FL); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

401(k)

Health, dental, and vision insurance

Paid time off

Job summary

Grant, Herrmann, Schwartz & Klinger LLP in Miami is seeking an experienced bilingual Office & Legal Administrative Assistant to support the Office Manager, Partners, and Legal Support Team. The role covers client communications, calendar management, billing and documentation, tax team support, and special projects.

The ideal candidate is highly organized, proactive, and thrives in a fast-paced environment where no two days are the same, with a drive to grow knowledge of legal and accounting

Qualifications

• 1–3 years of administrative or office support experience, preferably in a law firm or professional services environment.
• High school diploma required; bachelor's degree preferred.
• Bilingual in English and Spanish (required), with strong written and verbal communication.

Responsibilities

• Provide administrative support to the Office Manager, Partners, and other team members.
• Manage calendars, schedule meetings and appointments, coordinate travel and itineraries, and prepare meeting materials.
• Draft, revise, and manage Letters of Engagement for new and existing clients; coordinate execution through DocuSign and track completion status.
• Draft, edit, and send polished correspondence, reports, presentations, and other documents, both electronically and on paper.
• Communicate directly with clients, providing professional and responsive service.
• Assist with day-to-day office operations.
• Coordinate certification of passports and corporate documentation.
• Prepare, organize, and maintain client documentation, ensuring it is complete, accurate, and compliant.
• Assist the Legal Support Team with other administrative and legal support tasks.
• Coordinate and distribute wire instructions to banking institutions and process Letters of Authorization for payments.
• Verify wire instructions with clients by phone to ensure accuracy and prevent fraud.
• Review, prepare, and complete client bank account opening documentation.
• Assist with preparation and processing of client investment subscription documents.
• Learn procedures to create monthly bills; manage process on behalf of Managing Partner.
• Generate and send finalized invoices to clients.
• Track outstanding balances and follow up on unpaid invoices.
• Serve as a point of contact for client billing, payments, and documentation requests.
• Prepare and submit IRS documentation, including faxing to the appropriate IRS offices.
• Assist with requests for client tax information and submission of tax returns.
• Coordinate execution of tax-related signature pages through DocuSign.
• Set up and maintain electronic filing systems, including records in ProLaw and other document management systems, according to established procedures.
• Maintain an accurate, up-to-date contact database for clients and other contacts.
• Ensure client files and documentation are complete and compliant.
• Assist Partners with special projects, coordinating the varied items they need.
• Review new regulations, research and carry out correct procedures, locate historical documents, and set up spreadsheets.
• Conduct research and prepare summaries of findings.

Skills

Bilingual English/Spanish

Client communication

Highly organized

Microsoft Office

Education

High school diploma

Bachelor's degree preferred

Tools

ProLaw

DocuSign

Job description

A Miami law firm is seeking an experienced, bilingual (English/Spanish) Office & Legal Administrative Assistant to support the Office Manager, Partners, and Legal Support Team. The role spans client communications, calendar management, billing and collections, legal and corporate documentation, tax team support, and special projects.

The ideal candidate is highly organized, detail-oriented, and proactive, thrives in a fast-paced environment where no two days are the same, and wants to grow their knowledge of legal and accounting work.

General Administrative & Client Support

• Provide administrative support to the Office Manager, Partners, and other team members.
• Manage calendars, schedule meetings and appointments, coordinate travel and itineraries, and prepare meeting materials.
• Draft, revise, and manage Letters of Engagement for new and existing clients; coordinate execution through DocuSign and track completion status.
• Draft, edit, and send polished correspondence, reports, presentations, and other documents, both electronically and on paper.
• Communicate directly with clients, providing professional and responsive service.
• Assist with day-to-day office operations.

Legal Documentation Support

• Coordinate certification of passports and corporate documentation.
• Prepare, organize, and maintain client documentation, ensuring it is complete, accurate, and compliant.
• Assist the Legal Support Team with other administrative and legal support tasks.

Corporate Services

• Coordinate and distribute wire instructions to banking institutions and process Letters of Authorization for payments.
• Verify wire instructions with clients by phone to ensure accuracy and prevent fraud.
• Review, prepare, and complete client bank account opening documentation.
• Assist with preparation and processing of client investment subscription documents.
• Learn procedures to create monthly bills; manage process on behalf of Managing Partner.
• Generate and send finalized invoices to clients.
• Track outstanding balances and follow up on unpaid invoices.
• Serve as a point of contact for client billing, payments, and documentation requests.

Tax Team Support

• Prepare and submit IRS documentation, including faxing to the appropriate IRS offices.
• Assist with requests for client tax information and submission of tax returns.
• Coordinate execution of tax-related signature pages through DocuSign.

Document & Process Management

• Set up and maintain electronic filing systems, including records in ProLaw and other document management systems, according to established procedures.
• Maintain an accurate, up-to-date contact database for clients and other contacts.
• Ensure client files and documentation are complete and compliant.

Special Projects

• Assist Partners with special projects, coordinating the varied items they need.
• Review new regulations, research and carry out correct procedures, locate historical documents, and set up spreadsheets.
• Conduct research and prepare summaries of findings.

Qualifications

• 1–3 years of administrative or office support experience, preferably in a law firm or professional services environment.
• High school diploma required; bachelor's degree preferred.
• Bilingual in English and Spanish (required), with strong written and verbal communication skills in both.
• Highly organized and detail-oriented, with the ability to juggle multiple priorities and meet strict deadlines under pressure.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Experience with ProLaw, DocuSign, or similar systems preferred.
• Experience with client billing, invoicing, or accounts receivable preferred.
• Polished phone etiquette and strong interpersonal and client service skills.
• Sound judgment, discretion with confidential information, and the ability to think critically and work independently.
• Flexible, collaborative team player who is creative, resourceful, and interested in learning legal and accounting processes.

Schedule & Travel

Full-time, onsite in our Miami office, Monday through Friday. Occasional evenings or weekends may be required to meet client deliverables.

• 401(k)
• Health, dental, and vision insurance
• Paid time off

The company is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or menal disability, genetic information, service in the uniformed services, or any other basis protected by federal, state, or local law.