Legal Administrative Assistant (VA Beach)

Williams Mullen Clark Dobbins Pc; Virginia Beach (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

Williams Mullen Clark Dobbins PC in Virginia Beach is seeking a Legal Administrative Assistant to support attorneys with document preparation, scheduling, and billing in a fast-paced office.

The role requires meticulous attention to detail, proficiency with legal terminology, Microsoft Office, and legal management software. You will manage calendars, organize case files, and coordinate communications with clients and court personnel in a 100% in-office setting.

Qualifications

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Minimum of 2 years of experience in a legal administrative or similar support role.
• Proficiency with legal management software and Microsoft Office Suite (Word, Excel, Outlook).
• Strong understanding of legal terminology, procedures, and document formatting.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.

Responsibilities

• Prepare and format legal documents, including pleadings, motions, subpoenas, and contracts, ensuring accuracy and adherence to court requirements.
• Manage attorney calendars by scheduling appointments, court dates, and meetings, and coordinating logistics for depositions and client consultations.
• Maintain organized and up-to-date case files, both physical and electronic, ensuring confidentiality and easy retrieval of information.
• Serve as a point of contact for clients, court officials, and other stakeholders, handling inquiries and facilitating communication.
• Assist with billing processes, including tracking billable hours, preparing invoices, and managing expense reports.
• Coordinate the filing of legal documents with courts and government agencies, ensuring compliance with deadlines and procedural rules.
• Support attorneys in trial preparation by organizing exhibits, evidence, and trial materials.
• Perform general office duties such as answering phones, managing mail, ordering office supplies, and maintaining office equipment.

Skills

Legal terminology

Organization

Communication

Attention to detail

Education

High school diploma or equivalent

Associate’s degree or higher preferred

Tools

Microsoft Office Suite

Aderant/Elite

Chrome River/Emburse

InTapp

Filesite

Job description

THIS POSITION IS 100% IN-OFFICE

About the Role:

The Legal Administrative Assistant in Virginia Beach plays a critical role in supporting legal professionals by managing a wide range of administrative and clerical tasks that ensure the smooth operation of a legal office. This position requires meticulous attention to detail to prepare, organize, and maintain legal documents, correspondence, and case files accurately and confidentially. The assistant will serve as a liaison between attorneys, clients, and court personnel, facilitating effective communication and scheduling. By managing calendars, coordinating meetings, and handling billing and invoicing, the assistant contributes to the overall efficiency and productivity of the legal team. Ultimately, this role is essential in enabling attorneys to focus on casework by providing reliable administrative support and maintaining compliance with legal procedures and deadlines.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Minimum of 2 years of experience in a legal administrative or similar support role.
• Proficiency with legal management software and Microsoft Office Suite (Word, Excel, Outlook).
• Strong understanding of legal terminology, procedures, and document formatting.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.

Preferred Qualifications:

• Experience working in a law firm or legal department within the Professional, Scientific, and Technical Services industry.
• Familiarity with electronic filing systems and court e-filing procedures.
• Exceptional written and verbal communication skills.
• Ability to work independently and as part of a collaborative team in a fast-paced environment.
• Familiarity with Aderant/Elite or other billing software
• Familiarity with Chrome River/Emburse, InTapp, Filesite and other legal software.

Responsibilities:

• Prepare and format legal documents, including pleadings, motions, subpoenas, and contracts, ensuring accuracy and adherence to court requirements.
• Manage attorney calendars by scheduling appointments, court dates, and meetings, and coordinating logistics for depositions and client consultations.
• Maintain organized and up-to-date case files, both physical and electronic, ensuring confidentiality and easy retrieval of information.
• Serve as a point of contact for clients, court officials, and other stakeholders, handling inquiries and facilitating communication.
• Assist with billing processes, including tracking billable hours, preparing invoices, and managing expense reports.
• Coordinate the filing of legal documents with courts and government agencies, ensuring compliance with deadlines and procedural rules.
• Support attorneys in trial preparation by organizing exhibits, evidence, and trial materials.
• Perform general office duties such as answering phones, managing mail, ordering office supplies, and maintaining office equipment.

Skills:

The required skills such as proficiency in legal software and Microsoft Office are used daily to draft, edit, and manage legal documents efficiently. Strong organizational skills enable the assistant to maintain comprehensive and accessible case files, which is crucial for meeting court deadlines and supporting attorneys effectively. Knowledge of legal terminology and procedures ensures that all communications and filings comply with legal standards, reducing errors and delays. Preferred will enhance the assistant’s ability to handle complex tasks such as trial preparation and electronic document submission. Excellent communication skills facilitate clear and professional interactions with clients, court personnel, and colleagues, fostering a productive and respectful work environment.

Monday - Friday (8:30 am - 5:00 pm)