Legal Practice Assistant-Litigation

The Oneil Search Group; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

The Oneil Search Group in Washington DC is seeking a detail-oriented Legal Administrative Assistant to support a busy legal team. You will open matters, draft letters, manage filings, and coordinate travel and meetings for attorneys.

You will also maintain calendars, contact databases, and records, assist with marketing and business development tasks, and handle expense reports and CLE records with confidentiality and professionalism.

Responsibilities

• Open new matters following the Firm’s guidelines and procedures, including preparation of engagement letters and conflicts waivers.
• Perform routine administrative duties and work with other administrative departments such as Office Services, Finance, and Records.
• Maintain client, administrative, and personal filing for lawyers following established procedures. Prepare files using FileTrail procedures to maintain appropriate records for on- and off-site storage.
• Coordinate domestic and foreign travel including hotel, flights, car rentals; prepare travel itineraries and materials for meetings during travel, important numbers, locations and contact names for events/meetings.
• Maintain lawyers’ contacts in Outlook and BD Hub with accurate contact information and notes.
• Answer and screen calls, field inquiries, relay messages, respond promptly to client needs; respond to email and voicemail as soon as possible.
• Create, format, edit, proofread and manage Word documents, Excel spreadsheets and PowerPoint presentations.
• Draft routine correspondence, forms, etc.
• Assist lawyers with Marketing and Business Development functions, access marketing materials, internet research, prepare materials for meetings and proposals, and coordinate lawyers’ biographies.
• Track, organize, and process expense reports, reimbursements and check requests using Chrome River.
• Maintain CLE records for lawyers.
• Manage and maintain lawyers’ schedules and calendars.
• Work with various departments within the Firm to schedule and organize meetings and events.
• Interface and establish ongoing positive business relationships with clients in person, by phone and/or email. Observe confidentiality of lawyer-client relationship.

Job description

KEY RESPONSIBILITIES

• Open new matters following the Firm’s guidelines and procedures, including preparation of engagement letters and conflicts waivers.


• Perform routine administrative duties and work with other administrative departments such as Office Services, Finance, and Records.


• Maintain client, administrative, and personal filing for lawyers following established procedures. Prepare files using FileTrail procedures to maintain appropriate records for on- and off-site storage.


• Coordinate domestic and foreign travel including hotel, flights, car rentals; prepare travel itineraries and materials for meetings during travel, important numbers, locations and contact names for events/meetings.


• Maintain lawyers’ contacts in Outlook and BD Hub with accurate contact information and notes.


• Answer and screen calls, field inquiries, relay messages, respond promptly to client needs; respond to email and voicemail as soon as possible.


• Create, format, edit, proofread and manage Word documents, Excel spreadsheets and PowerPoint presentations.


• Draft routine correspondence, forms, etc.


• Assist lawyers with Marketing and Business Development functions, access marketing materials, internet research, prepare materials for meetings and proposals, and coordinate lawyers’ biographies.


• Track, organize, and process expense reports, reimbursements and check requests using Chrome River.


• Maintain CLE records for lawyers.


• Manage and maintain lawyers’ schedules and calendars.


• Work with various departments within the Firm to schedule and organize meetings and events.


• Interface and establish ongoing positive business relationships with clients in person, by phone and/or email. Observe confidentiality of lawyer-client relationship.