Legal Support Senior Assistant

LLP; San Francisco (CA); On-site; USD 95,000 - 105,000; Full time

Job summary

Sidley Austin LLP in San Francisco seeks a Senior Legal Support Assistant to help lawyers with administrative tasks, manage workflow, and onboard clients. You will handle time entry, billing coordination, travel arrangements, and document proofreading to uphold firm standards.

The role requires 3+ years in a similar legal-support position, strong MS Office and law-firm software experience, and excellent organizational skills. A collaborative, confidential, detail-oriented professional is ideal.

Qualifications

• High school diploma or GED.
• Three or more years of related work experience and/or training; or equivalent combination of education and experience.
• Working knowledge of the Microsoft Office Suite and other software typically used in law firms (ex. InTapp, Chrome River, NetDocs, etc.); high aptitude for learning new software and systems.
• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners.
• Knowledge of legal terminology and formats.

Responsibilities

• Types, formats, edits and finalizes documents, including correspondence and standard legal documents.
• Manages multiple lawyer-assignments and organizes clerical functions and workflow.
• Onboards new clients from conflicts to billing information and engages firm resources.
• Enters and proofreads lawyers' time entries to ensure compliance with client billing requirements.
• Coordinates travel arrangements for lawyers and clients and processes travel expenses.
• Proofreads documents for copy accuracy, grammar, punctuation and syntax.
• Receives and screens calls and messages for lawyers and staff, using audio/video software for scheduling.
• Processes incoming/outgoing mail and distributes accordingly.
• Coordinates conferences, meetings and appointments for lawyers and clients, including room and food service.
• Maintains calendars, contacts and client information in firm systems.
• Coordinates client billing with billing services as directed.
• Maintains tidy work area and adheres to safety practices.
• Performs other duties as assigned and attends required training and meetings.
• Participates in all Firm required training and team meetings.

Skills

Time management

Organizational skills

Interpersonal communication

Attention to detail

Judgment

Problem solving

Discretion/confidentiality

Work under pressure

Education

High school diploma or GED

Tools

Microsoft Office Suite

InTapp

Chrome River

NetDocs

Job description

A Senior Legal Support Assistant assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient work flow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm. Prior experience working in key firm practice areas with knowledge of practice specific operations is essential.

Duties and Responsibilities:

• Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for both transactional and litigation clients, in accordance with the Firm's document formatting standards using standard computer software specific to the legal industry.

• Manages multiple lawyer-assignments and organizes clerical functions and work flow to meet administrative and client needs.

• Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.

• Enters, proofreads and posts lawyers' time entries. Works to ensure time entries are incompliance with client billing requirements and to ensure timeliness of entries incompliance with Firm policy.

• Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers' travel expenses.

• Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation and syntax. Checks to ensure accuracy of jobs sent to duplicating service.

• Receives, screens telephone calls, conference calls and messages to lawyers, clients and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.

• Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).

• Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.

• Maintains calendars, contacts and client information through specific Firm software and procedures.

• Works with other Firm departments and resources to coordinate and complete tasks as necessary for the management of multiple responsibilities and assignments.

• Coordinates client billing with billing services (as directed from assignments).

• Maintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices.

• Maintains accuracy of electronic and hardcopy client files on a daily basis through both the Firm’s document management system and various electronic repositories for client materials in accordance with standards set by Records Management Center.

• Performs other work-related duties as assigned or as judgment or necessity dictate.

• Participates in all Firm required training and team meetings as required.

Education and/or Experience:

Required:

• High school diploma or general education degree (GED)

• Three or more years of related work experience and/or training; or equivalent combination of education and experience

• Working knowledge of the Microsoft Office Suiteand other software typically used in law firms (ex. InTapp, Chrome River, NetDocs, etc.); high aptitude for learning new software and systems

• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners

• Knowledge of legal terminology and formats

Other Skills and Abilities:

• Strong organizational and time management skills

• Strong attention to detail

• Good judgment

• Strong interpersonal communication skills

• Strong analytical and problem-solving skills

• Able to work harmoniously and effectively with others

• Able to preserve confidentiality and exercise discretion

• Able to work under pressure

• Eager and willing to learn new skills

• Able to manage multiple projects with competing deadlines and priorities

The target salary range for this role is:

$95,000 - $105,000 if located in San Francisco

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email [e-mail] (current employees should contact Human Resources).

Sidley Austin LLP is an Equal Opportunity Employer.