Legal Practice Assistant

Confidential Law Firm; Wilmington (DE); On-site; USD 42,000 - 62,000; Full time

Job summary

Confidential Law Firm is seeking an organized administrative professional to manage client intake, document preparation, and calendar logistics in an in-office role. You will support attorneys, handle routine client communications, and maintain accurate matter files.

You will also assist with time entry, expenses, and billing processes, acting as a backup to the billing workflow as needed and helping with client development tasks.

Responsibilities

• Coordinate intake from start to finish: conflict checks, opening clients and matters, preparing engagement letters, routing reviews and approvals, and tracking signatures and retainers
• Keep status records current and update the team on engagement progress
• Edit and prepare documents, scan, assemble PDFs, and prep documents for electronic signature
• Send client communications and handle routine requests
• Manage calendars and logistics, including meetings, travel, meals, conferences, and CLEs
• Learn attorneys' client preferences to anticipate needs and handle recurring tasks with less direction
• Maintain electronic matter files and save emails and documents to the right workspace
• Track annual meetings, monitor calendars, and keep records ready for year-end review
• Maintain accurate client, matter, and contact records and related spreadsheets
• Enter attorney time and process expenses accurately and on time
• Provide billing backup and follow established processes for hourly/fixed-fee arrangements
• Support client development and other practice group needs

Job description

Our attorneys do their best work when the details are handled. In this role, you'll be the person who keeps matters moving: setting up new clients, preparing documents, coordinating meetings, and keeping every file complete and organized. You'll work closely with a small group of attorneys, learn how they and their clients work, and take on more independence as you go.

This is an in-office position, five days a week.

What you'll do:

Run the new client and matter process

• Coordinate intake from start to finish: conflict checks, opening clients and matters, preparing engagement letters, routing reviews and approvals, and tracking signatures and retainers
• Keep status records current and update the team on where each engagement stands

Support attorneys day to day

• Edit and prepare documents, scan, assemble PDFs, and set up documents for electronic signature
• Send client communications and handle routine requests as they come in
• Manage calendars and logistics, including meetings, travel, meals, conferences, and CLEs
• Learn each attorney's clients and preferences so you can anticipate needs and handle recurring tasks with less direction over time

Keep everything organized

• Maintain complete electronic matter files, including saving incoming and outgoing emails and documents to the right workspace
• Track annual meetings: monitor calendars, follow up with outside coordinators, confirm meetings happen, and keep records ready for year-end review
• Maintain accurate client, matter, and contact records, along with team spreadsheets and tracking systems

Support billing and team operations

• Enter attorney time and process expenses accurately and on time
• Serve as backup to the Business Process Coordinator on billing during absences. You'll need enough understanding of our hourly, fixed-fee, and combined arrangements to follow established processes and know when to escalate a question. You don't need to be a billing expert.
• Provide general support for client development, attorney projects, committees, and other practice group needs