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Legal Administrative Assistant

Job ID: ATR 17520

Job Description

Job Title: Legal Administrative Assistant

Job Location: Washington, DC – Hybrid (4 days in office, 1 day remote on

Friday)

Eligibility/Clearance: Must be authorized to work in the US

Qualifications:

•High School diploma is required.

• College degree preferred.

• 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 (Outlook,

Word, Excel, PowerPoint), Intapp Time, Intapp OPEN, Chrome River

Duties and 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

workflow; 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 workspace

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.

• 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 format (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 email, 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.

• Uphold high standards of confidentiality, discretion, and integrity,

particularly with respect to all sensitive and/or confidential firm and

client information to which this position will have access.

Arena Technical Resources, LLC, (ATR) is an Equal Opportunity Employer

(EOE) who will provide equal employment opportunity to employees and

applicants for employment without regard to race, ethnicity, religion,

color, sex, pregnancy, national origin, age, veteran status, ancestry,

sexual orientation, gender identity or expression, marital status,

family structure, genetic information, or mental or physical disability.

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