Temporary Legal Administrative Assistant

Covington & Burling; Washington (District of Columbia); Hybrid; USD 65,000 - 75,000; Full time

Job summary

Covington & Burling in Washington, DC seeks a Legal Administrative Assistant to provide detailed secretarial and administrative support within a small team of LAAs.

The role involves coordinating office procedures, supporting attorneys with travel, scheduling, billing, and document management using iManage and Intapp tools. A hybrid schedule requires four days in the office and one remote day.

Qualifications

• High School diploma is required.
• Prior secretarial/administrative work experience essential.
• Work arrangement: Hybrid role with 4 days in office required (Monday – Thursday), and 1 day remote (Friday).
• Excellent written and verbal communication skills.
• Strong interpersonal and organizational skills.
• Exceptional attention to detail and ability to multi-task in a fast-paced environment.
• Proven ability to prioritize tasks and manage competing deadlines.
• Must be able to handle and maintain confidential information.
• Ability to manage workflow and delegate projects as necessary.
• Strong critical thinking and analytical skills.
• Effective communicator across all levels of staff within the organization.
• Ability to work productively and cooperatively with other employees.
• Willingness to continually learn new skills as required.
• Familiarity with equipment such as computer, duplicating machines, scanners.
• Proficiency in systems/software including iManage Work 10, Microsoft 365, Intapp Time, Intapp OPEN, Chrome River

Responsibilities

• Provide detailed and high-level secretarial and administrative support in a Team of 2 or 3 Legal Administrative Assistants (LAAs).
• Coordinate and maintain effective office procedures and efficient work flow; comply with firm policies; establish and maintain harmonious working relationships.
• Collaborate with other LAAs; provide coverage when needed; work in a shared workspace; be accessible to lawyers and other LAAs.
• Mentor and share knowledge; provide guidance on firm policy and procedures; lead by example.
• Schedule client meetings, reserve conference rooms, coordinate AV equipment and catering; arrange domestic and international travel; prepare itineraries and reimbursements; manage lawyer calendars; monitor deadlines.
• Answer phones, greet visitors, and direct calls as required.
• Type, revise, and proofread general correspondence, memos, and legal documents; prepare drafts as required; ensure accuracy and timely delivery.
• Utilize iManage as central repository for matter documents; maintain electronic records; file hard copies only when necessary.
• Maintain lawyers’ time in Intapp Time; support client billing; prepare new business matter codes and monitor billing matters.
• Maintain urgency and meet deadlines; manage and communicate lawyer preferences to the team.
• Notify LAA Administration WA and Floor Coordinator of arrival and availability for overflow work; coordinate PTO via Workday for approvals.
• Submit timesheets for approval; ensure overtime is pre-approved when required.
• Mandatory participation in the Legal Administrative Assistants Certification Program.

Skills

Interpersonal skills

Organizational skills

Written & verbal communication

Time management

Team collaboration

Discretion confidentiality

Problem solving

Education

High School diploma

Tools

iManage Work 10

Microsoft 365 (Outlook Word Excel PowerPoint)

Intapp Time

Intapp OPEN

Chrome River

Job description

Legal Administrative Assistant

Duties & Responsibilities

• Provide detailed and high-level secretarial and administrative support in a Team of 2 or 3 Legal Administrative Assistants (LAAs).
• Coordinate and maintain effective office procedures and efficient work flow; comply with policies and procedures set by the Firm; establish and maintain harmonious working relationships; foster an atmosphere of teamwork and cooperation.
• Work effectively with other LAAs within the assigned team; provide occasional coverage to other LAAs on the floor when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared work space and be accessible to both lawyers and other LAAs.
• Work closely to mentor, share knowledge, best practices and answer any Firm policy and procedural questions for assigned LAA incumbents.Provide guidance when necessary and lead by example.
• Schedule client meetings, reserve conference rooms, coordinates audio visual equipment and food needs via CovReservations. Registers Firm guests with Security/Client Services. Coordinate all aspects of lawyers’ travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel reimbursements in a timely manner; maintain Outlook calendar and monitor crucial due dates for lawyers as required.
• Organize, coordinate and communicate pertinent information with other team members.Answer phones and direct callers as required. Receive, register and assist visitors as required.
• Type, revise and proofread general correspondence, memos, legal documents, reports in Excel, etc. from various sources (e.g., handwritten notes, tape dictation).Prepare draft communication outlined by lawyer as required. Ensure accuracy and clarity of all work product in a timely manner.
• Utilize iManage document management system effectively as a central repository for all matter related documents.
• Establish and maintain records of documentation in a searchable electronic formats (hard copies only when necessary).File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested.Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required.
• Maintain lawyers’ time in Intapp Time, proofread and submit finalized time to Accounting on a daily basis (unless client directs otherwise).Maintain knowledge of client requirements for billing and prepare client billing as required. Prepare New Business Matter and update list of client/matter codes. Maintain and follow through on all client billing matters.
• Maintains appropriate sense of urgency and completes all work assignments within agreed upon deadlines.
• Create and maintain up-to-date lawyer preference information supported by the assigned team reflecting specific instructions and expectations of the lawyers.
• Notify LAA Administration WA and Floor Coordinator upon arrival every morning, via e-mail, and provide any pertinent information as required. Notify LAA Administration WA and Floor Coordinator about availability to assist with overflow work.
• Coordinate any planned time out of the office (PTO) with Team members prior to submitting request to LAA Supervisor, via Workday, for approval.
• Submit timesheets for approval in a timely manner. All overtime must be pre-approved by Legal Administrative Assistants Services Manager and/or Legal Administrative Assistants Supervisor.
• Mandatory participation in the Legal Administrative Assistants Certification Program.
• Timely and regular attendance.
• Perform other duties as necessary and as assigned by your supervisor for efficient functioning of the Department.

Requirements

• High School diploma is required.
• Prior secretarial/administrative work experienceessential.
• Work arrangement: Hybrid role with 4 days in office required (Monday – Thursday), and 1 day remote (Friday).
• Excellentwritten and verbal communication skills.
• Strong interpersonal and organizational skills.
• Exceptional attention to detail and ability to multi-task in a fast-paced environment.
• Proven ability to prioritize tasks and manage competing deadlines.
• Must be able to handle and maintain confidential information.
• Ability to manage workflow and delegate projects as necessary.
• Strong critical thinking and analytical skills.
• Effective communicator across all levels of staff within the organization.
• Ability to work productively and cooperatively with other employees.
• Willingness to continually learn new skills as required.
• Familiarity with equipment such as computer, duplicating machines, scanners.
• Proficiency in systems/software including iManage Work 10, Microsoft 365 (Outlook, Word, Excel, PowerPoint), Intapp Time, Intapp OPEN, Chrome River