Job Description

The Legal Administrative Support Specialist delivers administrative assistance to legal staff and visiting attorneys at a TOP international firm.

Responsibilities

Legal and Administrative Support

• Handle the entry of docket information and assist with generating and reviewing client invoices (e.g., prepare and verify prebills) on a regular or as-needed basis.
• Support the creation of engagement agreements and manage tasks related to opening new matters, conducting conflict checks, organizing file setups, and processing audit requests.
• Manage the preparation and submission of expense reimbursements for attorneys.
• Coordinate travel arrangements, including booking flights, accommodations, and ground transportation, and assist in creating detailed schedules and itineraries.
• Oversee quality control, organization, printing, and scanning of documents as required.
• Facilitate the planning of client meetings, including reserving conference rooms and arranging necessary services (e.g., catering and audiovisual equipment).
• Maintain and organize electronic files in accordance with instructions from legal staff and established departmental policies.

Offer support to visiting attorneys by:

• Ensuring they have contact information for after-hours assistance and administrative support.
• Coordinating travel plans and on-site requirements through their primary assistant.
• Update resource guides to reflect billing processes, travel details, and individual preferences.
• Collaborate with team members to cover vacation days, lunch breaks, and absences to ensure uninterrupted support for legal professionals.
• Perform miscellaneous tasks as needed, such as managing calendars, updating client relationship databases, or performing data entry.

Qualifications (Education/Skills/Experience)

• A bachelor’s degree is required.
• At least six months of related experience in a professional services environment.
• Proficiency in the Microsoft Office suite and familiarity with PDF creation/editing tools like Power PDF.

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