Legal Administrative Assistant

Wiggin and Dana LLP; Westport (CT); On-site; USD 55,000 - 75,000; Full time

Job summary

Wiggin and Dana LLP in Westport, CT seeks a Legal Administrative Assistant (LAA) in Private Client Services to provide administrative and secretarial support to lawyers, paralegals, and staff. The role may include billable and non-billable legal support as directed by attorneys, requiring strong communication, organization, and time-management skills.

Essential duties include drafting and proofreading documents, handling correspondence, preparing client matter packets, filing court documents

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Administrative experience in a law firm or legal services environment.
• Advanced proficiency with Microsoft Office and legal software.
• Excellent grammar, spelling, and punctuation; strong legal writing.

Responsibilities

• Provides word processing and document production services; drafts correspondence.
• Proofreads documents for formatting, spelling, grammar and attachments.
• Prepares mailing packets and client matter documents; coordinates retainer letters and conflicts.
• Files court documents electronically; handles calendar and travel arrangements; manages deadlines.
• Notarizes documents as requested; provides backup support to other assistants as needed.

Skills

MS Office

Legal software

Strong communication

Legal writing

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Legal software

Job description

The Legal Administrative Assistant (‘LAA’) – PCS provides administrative and secretarial support to lawyers, paralegals, and administrators in our Private Client Services group. The LAA may also provide billable and non-billable legal support as determined by the attorneys. This position requires a person with strong communication, organizational, and time-management skills, and the ability to work both independently and as part of a team.

Job Duties

The following are essential job duties and responsibilities of the Legal Administrative Assistant - PCS. This list is not exhaustive, and other duties may be assigned as necessary.

• Provides word processing and document production services. Utilize office services support as appropriate.
• Drafts correspondence, having knowledge of common T&E documents preferred.
• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.
• Prepares documents for mailing with special attention given to completeness of enclosures, etc.
• Prepares new client matter request packet and coordinates approval; coordinates conflict search processes; prepares retainer letters
• Files court documents electronically.
• Handles incoming telephone calls, taking thorough messages. Making sure the call is given a timely response.
• Handles time entry and client billing, including electronic billing. Manages the process to ensure timely completion.
• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with the billing attorney as necessary.
• Ability to extract appropriate billing information as requested.
• Organizes files and databases; maintains documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.
• Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.
• Docket case/matter deadlines. Keeps attorneys apprised of deadlines.
• Provides back‑up assistance to other administrative assistants and staff members as required.
• Notarizes documents as requested.

Requirements

Education: Bachelor’s degree or equivalent experience

Experience: Administrative experience in a law firm or legal services industry.

Knowledge/Skills and Abilities:

• Advanced proficiency with Microsoft Office Suite: Word, Excel, PowerPoint; familiar with the current version of software. Ability to execute advanced formatting, table of contents, and table of authority.
• Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.
• Excellent knowledge of grammar, spelling, and punctuation.
• Legal writing skills and knowledge of legal terminology.
• Knowledge of state and federal procedural rules, ensuring specific knowledge of local rules for jurisdiction of cases.
• Knowledge of office equipment, such as multifunction devices, telephones, and fax machines.
• Strong oral and written communication skills.
• Ability to be in the office daily, working a full day.
• Notary Public, preferred.

Essential Physical Demands

• Ability to sit for extended period of time and use a keyboard and other office machinery.