Legal Administrative Assistant

JOB PURPOSE

The Legal Administrative Assistant position involves the management of administrative and clerical support functions, both sensitive and confidential in nature as well as high-level administrative support to multiple attorneys with busy practices. This person will also support our Managing Partner & Chair of the Executive Board. This position operates with minimal attorney direction and performs all of the duties and responsibilities of a Legal Administrative Assistant. This position requires a high degree of professionalism, confidentiality and discretion, initiative, flexibility, dependability and accountability. We are seeking a proactive self-starter with strong communication skills and the ability to work collaboratively across teams.

FLEXIBLE WORK SCHEDULE

Robins Kaplan LLP offers employees the benefit of flexible work schedules. This position has the option of working remotely 2 days per week.

ESSENTIAL FUNCTIONS

• Coordinates work with other support staff to ensure a high performance, customer service-oriented work environment.
• Effective cross-team communication and collaboration are essential.
• Prepares memoranda, correspondence, pleadings, other documents and reports of a highly sensitive and confidential nature.
• Provides administrative support to other attorneys as assigned and, with respect to each, obtain and maintain knowledge of attorneys’ practice area and is familiar with legal terminology and procedures.
• Exercises initiative to ensure materials, billing invoices, and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
• Strong familiarity with ECF (Electronic court Filing) procedures according to court rules.
• Simultaneously handles numerous assignments, timelines and administrative duties on a daily basis.
• Submits attorney time records in accordance with Time Entry Policy.
• Serves as primary contact and liaison for clients and advisors.
• Monitors, screens and manages communications including phone calls, mail, and e-mail messages, using independent judgment to prioritize.
• Researches and responds to communications as appropriate.
• Participates and assists with business development related projects and requests.
• Strong knowledge of iManage – (document repository system) and ensuring all client materials are filed (both electronically, and in hard copy, as required) timely and appropriately within each client file
• Maintains appointment schedules and calendars, providing reminders as appropriate.
• Coordinates and organizes meetings, including notification to attendees, set-up, pre-and post-meeting correspondence, meeting minutes and records, and other required follow up.
• Prepares meeting materials and creates presentations.
• Manages attorney travel and logistics.
• Monitors client budgets, client invoices, and processes expenses.
• Performs special projects and other responsibilities as assigned.

KNOWLEDGE OR SKILLS REQUIRED

EDUCATIONAL AND EXPERIENCE REQUIREMENTS

PHYSICAL REQUIRMENTS OF POSITION

Work is performed in a professional office environment and requires the following during the work day :

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE :

The hourly pay rate for this position is $32.15 - $61.33 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), age, parental status, national origin, disability, genetic information (including family medical history), political affiliation, military service, or any other non-merit based factors or status protected by federal, state, or local law. It is also our policy to provide reasonable accommodations to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices. It is our policy to be a workplace free from illegal discrimination and harassment.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.