Legal Assistant

Owen Reed
15 Feb 2017
15 Mar 2017
Contract Type
Full Time
Legal Assistant (Arbitration)

Looking for a Legal Assistant to join the Arbitration department.  The Legal Assistant will report to the Office Manager.  The Legal Assistant will provide secretarial and administrative support to assigned Attorneys and Paralegals of the Firm.  The Legal Assistant will provide a high standard of client-care and support and produce a large volume of a consistently excellent work product.  Participate in office and Firm-wide projects (as required) and maintain confidential information, records and files.

• Prepare and proofread legal documents and correspondence from handwritten material, rough-copy or digital dictation. Where appropriate edit documents for correct phrasing and grammar, in order to improve the flow of the message without altering its meaning.  Where appropriate reformat, spell check, and finalise attorney work product.
• Compose correspondence, memoranda and drafts of routine documents for attorney’s review and signature as directed by the attorney and occasionally on own initiative.
• Answer assigned attorneys’ phones in addition to prioritising, responding to and/or relaying messages.
• Arrange and co-ordinate calendars, extensive travel schedules, meetings and events for assigned attorneys.  Constantly monitor assigned attorneys’ schedules and email communications (where required), make adjustments as necessary to accommodate changing circumstances and keep all appropriate individuals informed of changes.  Prepare travel reimbursement forms and reconcile reimbursements and charge accounts for assigned attorneys.
• Display a high level of initiative in relation to administrative functions including but not limited to proactively updating all files/databases and procedures as required.  Ensure the safeguarding, security and appropriate access to confidential information.
• Prepare travel reimbursement forms and reconcile reimbursement and charge accounts for attorneys.
• Participate in evening secretarial rota and, as necessary, weekend overtime.

• Maintain client administrative files in an organised manner and in accordance with Firm procedures, maintain current lists of files, account numbers, client names and addresses and other information as required.  Preserve and protect the confidences and privileged communication of all clients.
• Enter attorney timesheets on a timely basis.
• Open new files, maintain all client and general files.  Conduct periodic reviews for possible storage of older files; prepare files to be closed.
• Coordinate with Finance Manager (and other members of the Finance team) in relation to monthly client invoices.
• Participate in administrative support for hearings, litigation and/or client meetings, including assisting Paralegals with bundling of documents.
• Perform other such duties that may be assigned.

• Preferably educated to A’ level standard/Secretarial ILEX, or equivalent technical knowledge/work experience.
Work experience
• Minimum 4 years’ administrative experience in a Law Firm essential
• Litigation experience preferable

Knowledge, Skills & Personal Attributes
• Excellent communication, interpersonal, teamwork and customer service skills and ability to interact effectively and with a high degree of tact and diplomacy when dealing with all levels of management and staff and a variety of external entities including clients and prospective clients of the Firm.
• Strong analytical and problem solving skills, ability to organise and prioritise multiple assignments, use judgement and initiative to accomplish results, work under pressure and complete job assignments in an accurate and timely manner.
• Excellent computer skills and knowledge of Microsoft Office.
•  Working knowledge of spreadsheet database and presentation software essential.
• Ability to maintain confidentiality at all times.