Legal Assistant - Business

Phelps Dunbar LLP; New Orleans (LA); On-site; USD 42,000 - 64,000; Full time

Job summary

Phelps Dunbar LLP is seeking a Legal Assistant to support a group of attorneys in the Business practice with complex secretarial, administrative, and substantive legal duties. The role includes assisting with business and commercial real estate transactions, using AI tools, and managing filings and client communications.

The candidate should have strong software skills (Word, Excel, PowerPoint, Outlook, PDF), and the ability to type at least 60 wpm, with experience in legal procedures and

Responsibilities

• Assist attorneys in business and commercial real estate transactions.
• Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text and data.
• Maintain calendars, schedule appointments and travel arrangements.
• Handle filing, indexing and maintaining electronic folders in IManage.
• Enter time into the 3E workspace and collaborate with Billing for client invoices.

Job description

Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Legal Assistant is responsible for supporting a group of attorneys within the Business practice group through the performance of complex secretarial, administrative and substantive legal duties.

Essential Duties and Responsibilities:

• Assist attorneys in all stages of business and commercial real estate transactions (i.e. forming corporations, limited liability companies, partnerships and other legal entities); commercial financing transactions; utility/electric regulatory law and healthcare law.
• Leverage technology resources including the use of the latest AI applications to ensure the group of attorneys is operating as efficiently and effectively as possible.
• Identify most efficient and effective manner to complete tasks.
• Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
• A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
• Professional demeanor when engaging with attorneys, clients and firm personnel.
• Make travel arrangements.
• Handle incoming and outgoing mail, faxes and scan documents.
• Ensure that documents are saved and filed into the appropriate workspaces/folders in IManage.
• Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
• Maintain Outlook contacts for each attorney as appropriate.
• Maintain updated correspondence and pleadings files. Handle personally or oversee a records clerk as to filing, indexing, and creating sub-files. (this should be electronic for most part)
• Maintain a master list for each file and update the list as new files or matters are opened. Maintain a master physical file location list.
• Open files, close files and assist with conflicts checks.
• Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
• Enter attorneys’ time and post time into the 3E workspace.
• Collaborate with the Billing Department to produce client proformas and send client invoices.
• Maintain a good working rapport with clients which requires discretion and judgment.
• Regular and predictable attendance is an essential function of the job.

Education and Experience Required:

• A high school diploma or equivalency is required; an associate degree, business school certificate or related education is desirable.
• Three years legal secretarial experience in business and/or commercial real estate is preferred.

Qualifications and Skills Required:

• Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
• Working knowledge of legal practices, terminology, documents and court procedures.
• Working knowledge of the firm’s litigation and transactional support tools.
• Ability to interact and communicate effectively in a business environment.
• Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
• Ability to accurately type a minimum of 60 words per minute.
• Excellent spelling, grammar, proofreading, transcription and general clerical skills.
• Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
• Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.

Performance Measures:

The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

• Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
• Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
• Dependability and cooperation with attorneys, clients and other support staff.
• Adherence to office policies and procedures.