Legal Administrative Assistant - Labor & Employment/Immigration

Barnes & Thornburg LLP; Atlanta (GA); On-site; USD 43,000 - 95,000; Full time

Job summary

A leading law firm in Atlanta is seeking a Legal Administrative Assistant to support attorneys in Labor and Employment/Immigration matters. The role involves managing correspondence, client relations, and administrative tasks while ensuring confidentiality. Ideal candidates will possess experience in a law office and showcase strong attention to detail and proficiency in Microsoft applications.

Qualifications

• Confidence in skills and experience is essential.
• Must have superior attention to detail for legal documents.
• Experience in a law office, particularly with immigration is preferred.

Responsibilities

• Perform various secretarial duties for assigned attorneys.
• Maintain client confidentiality and manage correspondence.
• Assist in billing and tracking deadlines for legal documents.

Skills

Attention to detail

Proofreading

Time management

Interpersonal skills

Ability to transcribe legal documents

Education

3 years of experience as a legal administrative assistant or paralegal

Experience in Labor & Employment or immigration legal work (preferred)

Tools

Microsoft Word

Outlook

LawLogix

Tracker

Job description

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SUMMARY: Performs a variety of secretarial duties for attorney(s) to whom assigned according to established policies and procedures with emphasis in Immigration. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Essential Duties And Responsibilities

• Operates a computer and other standard office equipment. Transcribes dictation as needed.
• Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents.
• Prior relevant immigration/law office experience required. Compensation is commensurate with experience.
• Answers and screens telephone calls and record messages as needed.
• Reads, sorts and dates incoming mail. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Opens new files, requests conflict of interest checks with Accounting (and, if applicable, assist attorney(s) regarding clearing same). Maintains all client and general files; conducts periodic review for possible storage of older files; prepares files to be closed.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship.
• Makes appointments for attorney(s) and maintains calendar and deadline reminders for attorney(s). Maintains familiarity with calendars to help support completion of tasks and ensure attorney(s) have what they need that day/week.
• Assist attorney(s) with tracking various items to ensure smooth flow of work and meeting of internal/external deadlines (engagement letters, client contracts, billings, diary, etc.)
• Process bills; proof/edit billing sheets (both narrative and expenses; if applicable, ensure client billing guidelines are met); review and edit invoices to ensure Accounting properly made corrections.
• Process expense reports and invoices (i.e. reimbursements, hearing transcripts, fees, etc.) to Accounting.
• Work with travel agency to look up flight/car rental/hotel options; reserve and calendar same.
• Assist attorney(s) with various marketing issues (tickets/gifts to clients, etc.)
• Works closely with administrative support staff (word processing, accounting, reprographics, receptionists, etc.); proofs documents returned from word processing; ensures that attorney time sheets are provided to appropriate person in a timely manner.
• Performs overflow work (typing, filing, photocopying, and reception relief), as time permits and as requested by other attorneys, and/or the Office Administrator.
• Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents.
• Other duties as assigned.The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.
  
  
  

Knowledge, Skills And Abilities Required

• Confidence in skills and experience.
• Superior attention to detail which includes strong proofreading/editing abilities to help ensure materials are polished and “client ready”. Willingness to suggest additional modifications if believed to strengthen content.
• Minimum of 3 years’ experience as legal administrative assistant or paralegal, with the following preferred but not necessary: (a) experience as executive assistant (helping to manage significant projects, practices and/or client relationships preferred; (b) specific job experience in Labor & Employment or immigration legal work is helpful in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
• Proficiency in Microsoft Word and Outlook is a must. Experience with PowerPoint is helpful but not required.
• Prior experience with Tracker, LawLogix and/or something similar is preferred but not required. A genuine willingness / desire to learn new skills as needed.
• Ability to effectively prioritize and execute tasks in a fast-paced environment supporting important, dynamic legal practices.
• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 65 wpm.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Interpersonal skills necessary in order to communicate (in person, by e-mail and telephone) and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
• Experience working both independently and in a team-oriented, collaborative environment.
• Requires discretion and independent judgment on items of significance.
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.
  
  
  

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

WORKING CONDITIONS: Normal law office environment with little exposure to excessive noise, dust, temperature and the like.The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities orrequirements

Equal Employment Opportunity and Diversity StatementBarnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Legal

• Industries

  Law Practice

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