Main Responsibilities and Required Skills for a Legal Administrative Assistant
A Legal Administrative Assistant is a professional who plays a vital role in supporting legal teams and ensuring the smooth operation of law offices. They are responsible for a wide range of administrative tasks that contribute to the efficient functioning of legal practices. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Legal Administrative Assistants.
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Main Responsibilities of a Legal Administrative Assistant
The following list describes the typical responsibilities of a Legal Administrative Assistant:
Act with
Act with the customer in mind with great networking and relationship management.
Aggregate
Aggregate information from a variety of electronic sources.
Analyze
Analyze and report on loan documentation.
Analyze incoming and outgoing memoranda, submissions and reports.
Approach
Approach all clients and employees with a positive tone and genuine warmth.
Arrange
Arrange and book meetings and assist with legal assistant development.
Arrange examinations for discovery and trial dates.
Arrange travel, related itineraries and make reservations.
Assemble
Assemble electronic application packages and post to secure website.
Assist in
Assist attorneys in preparing for trials, hearings, and depositions.
Assist in bank runs and other administrative duties as required.
Assist in Contract development.
Assist in managing and organizing case-related data and evidence.
Assist in managing billing and invoicing for legal services.
Assist in preparing and submitting legal filings to courts and regulatory agencies.
Assist in preparing legal correspondence and client communications.
Assist in preparing trial exhibits and trial notebooks.
Assist in the preparation and filing of annual, quarterly and interim.
Assist in training and mentoring junior administrative staff.
Assist in Visa application analysis.
Assist lawyers with research, case status reports and travel arrangements as required.
Assist lawyers with research projects and information requests.
Assist team with providing legal services to clients across the country.
Assist with accounting and billing.
Assist with corporate reorganizations, restructuring, and mergers & acquisitions.
Assist with maintenance of the company's IP portfolio.
Assist with managing corporate governance of the Company and its subsidiaries, draft.
Check
Check email and voice mail as appropriate to assure timely responses to all inquiries.
Collaborate with
Collaborate with other administrative staff to ensure efficient office operations.
Communicate
Communicate with counsel, and clients.
Communicate with outside counsel, other third-party vendors and contractors.
Compile
Compile and update data for various reports.
Complete
Complete expenses and invoices.
Complete time entries and billings.
Conduct
Conduct conflict checks and manage conflicts of interest.
Conduct follow up calls on a daily basis to customers who have retained our services.
Conduct legal research and gather relevant information.
Conduct Teraview searches.
Contact
Contact third-party administrators for statuses of settlement payments.
Coordinate
Coordinate and arrange to submit bills electronically.
Coordinate and facilitate document signings and notarizations.
Coordinate and manage document production and distribution.
Coordinate logistics for meetings and conferences.
Coordinate meetings, appointments, travel reservations and organize business trips.
Coordinate projects and complete expense reports.
Coordinate travel arrangements and accommodations for attorneys.
Coordinate with external parties, such as clients, opposing counsel, and court personnel.
Create
Create and maintain records in our database.
Create, modify spreadsheets and PowerPoint presentations, as needed.
Create, open, and organize new files.
Demonstrate
Demonstrate professionalism and uphold ethical standards in all interactions.
Determine
Determine issue(s) appealed and parties.
Determine whether a document is an appeal and to what.
Develop
Develop strong relationships with customers and demonstrate how we can add value to their needs.
Distribute
Distribute all incoming and external mail.
Document
Document management software experience.
Draft
Draft legal correspondence, as required.
Draft legal documents, including contracts, pleadings, and briefs.
Draft letters, emails, procedures and other documents of a legal or administrative nature.
Ensure
Ensure administrative information and assistance.
Ensure all client database information is maintained and updated.
Ensure Company policies and expectations are being met.
Ensure deadlines are met and limitation dates are adhered to.
Ensure follow up on activities and files of the leaders you will support.
Enter
Enter and manage data, including pleadings, motions and trial, arbitration and mediation letters.
Expense
Expense reporting and reimbursement.
File
File and organize legal documents, both electronically and in hard copy.
File management including scanning, filing, and electronic filing of documentation.
Follow-up
Follow-up with immigration authorities on pending applications.
Foreign
Foreign language materials.
Gather
Gather, organize and enter data into legal software.
Generate
Generate a variety of approaches to problem solving including new and novel ideas.
Handle
Handle business with outside service providers and contractors such as couriers and printers.
Handle calls and inquiries in an accurate and timely manner.
Handle client inquiries and maintain effective communication with clients.
Handle, code, and route invoices and related correspondence.
Handle some ambiguous situations and confidential information.
Implement
Implement and improve upon administrative processes for more efficient workflow.
Input
Input all time entries daily and process all accounts for the lawyers.
Interact with
Interact with clients by phone and in person.
Liaise with
Liaise with tech support, service providers, landlord.
Maintain
Maintain and update contract databases and tracking systems.
Maintain and update databases and tracking systems.
Maintain and update legal databases and records management systems.
Maintain client files and contact information.
Maintain confidentiality as required.
Maintain confidentiality of sensitive information and client records.
Maintain corporate database (CorpLink) to house and organize files and documents.
Maintain effective ste wardship of classroom facilities, equipment, materials, software and tools.
Maintain HIPAA guidelines to ensure the confidentiality of all calls and documents.
Maintain organized system of physical and digital records.
Maintain subsidiary minute books (print and electronic).
Maintain team tracker lists.
Maintain the lawyers schedules, including travel bookings.
Make
Make basic decisions within established procedures under supervision.
Make travel arrangements for lawyers.
Manage
Manage and organize legal libraries and reference materials.
Manage and update filing and contract approval system.
Manage attorney calendars and maintain case files.
Manage calendars and files related to events and details in the case management systems.
Manage calendars (schedule and book meetings).
Manage calendar, travel, and expenses.
Manage email inbox and ensure swift correspondence.
Manage inbound calls and identify service needs.
Manage inventory of office supplies.
Manage legal documentation and correspondence in strict confidence.
Manage paper and electronic files.
Manage Part 7 and Special Damages claims.
Manage the agenda / calendar and emails of the leaders you will support.
Manage work volume and juggling priorities while supporting a demanding practice.
Monitor
Monitor and coordinate the flow of information internally and with external stakeholders.
Monitor and manage deadlines and ensure timely compliance.
Perform
Perform a variety of routine tasks as well as special projects as required.
Perform general administrative tasks, such as answering phones and managing emails.
Perform tasks as assigned with accuracy and promptness, meeting all agreed upon deadlines.
Plan
Plan and schedule appointments, conferences, meetings and travel arrangements for legal staff.
Prepare
Prepare agendas and correspondence for meetings.
Prepare and draft various correspondence.
Prepare and edit correspondence, minutes, letters, memos, presentations and spreadsheets.
Prepare and manage legal filings and other similar requirements applicable to the business.
Prepare and process expense reports and reconciliations.
Prepare and process legal forms and documents for filing.
Prepare and verify expense claims in accordance with company policies.
Prepare correspondence and a variety of legal documents ensuring compliance with Rules of Court.
Prepare correspondence and legal documents, draft Pleadings.
Prepare court documents including affidavits and applications with minimal oversight.
Prepare electronic files and documents for future document management system.
Prepare expense reports and handle financial transactions.
Prepare extra provincial annual returns for jurisdictions across Canada.
Prepare financial statements and reports.
Prepare, maintain and file documentation as required.
Prepare, process, and distribute legal documents.
Prepare real estate conveyance documents for review by lawyers.
Prepare travel arrangements.
Process
Process expense reports.
Provide
Provide administrative support including copying, scanning and faxing.
Provide administrative support to C-Level Executives and office attourneys.
Provide administrative support to the Corporate Secretary and Chief Ethics Officer.
Provide individualized or group tutorial or remedi al instruction to students who require it.
Provide legal administrative assistant to two / three lawyers.
Provide proactive file management.
Respond to
Respond to clients and provide information to clients.
Respond to customer' emails in a professional manner.
Respond to the large volume of internal and external legal inquiries, including contract requests.
Review
Review and proofread documents and correspondence to ensure.
Review and proofread legal documents for accuracy and completeness.
Review outgoing correspondence.
Scan
Scan and copy documents, as needed.
Schedule
Schedule and confirm appointments.
Schedule and coordinate appointments, meetings, and court hearings.
Schedule appointments, meetings and conferences.
Set
Set appointments for clients.
Set clear and achievable expectations with clients and achieve them.
Set trials, discoveries, etc. and prepare required documentation.
Set-up
Set-up and manage conference calls and video conferences.
Sort
Sort incoming mail and prepare outgoing mail.
Stay updated on
Stay updated on legal industry trends and changes in regulations.
Support
Support legal department operational projects.
Support with additional administrative tasks as needed.
Track
Track all documents in process for execution.
Track progress of legal projects and tasks.
Train
Train and supervise staff.
Transcribe
Transcribe dictation daily.
Update
Update and maintain internal legal website with precedents, instructions, updates, articles etc..
Update and revise a variety of often lengthy documents.
Update status and tracking reports.
Upload
Upload incoming emails, faxes and mail into the system for proper handling.
Work
Work in multiple databases.
Work in our commitment to each case, in using our past knowledge and experience.
Work with Clio and Quickbooks.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Legal Administrative Assistant:
Proficiency in legal research tools and databases (e.g., Westlaw, LexisNexis).
Knowledge of legal terminology and procedures.
Strong understanding of legal documents and their formatting requirements.
Excellent typing and transcription skills.
Proficiency in using document management systems and case management software.
Familiarity with e-filing systems and procedures.
Ability to conduct legal citation checks and Shepardize cases.
Knowledge of court rules and procedures.
Strong proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with legal billing and timekeeping software.
Ability to prepare tables of authorities and tables of contents.
Familiarity with legal calendaring software.
Knowledge of electronic discovery processes and software.
Understanding of contract management and review tools.
Experience with legal project management software.
Proficiency in using online legal research platforms.
Knowledge of data privacy and security regulations.
Familiarity with legal ethics and professional responsibility guidelines.
Ability to generate accurate legal citations and references.
Knowledge of intellectual property law and trademark registration processes.
Most In-demand Soft Skills
The following list describes the most required soft skills of a Legal Administrative Assistant:
Strong written and verbal communication skills.
Attention to detail and high level of accuracy.
Excellent organizational and time management abilities.
Ability to multitask and prioritize tasks effectively.
Professional and polished demeanor.
Strong interpersonal skills and ability to work in a team.
Adaptability and flexibility in a fast-paced environment.
Problem-solving and critical-thinking skills.
Discretion and ability to maintain confidentiality.
Strong commitment to professionalism and client service.
Conclusion
Legal Administrative Assistants are indispensable assets to legal practices, providing essential support to attorneys and contributing to the efficient operation of law offices. By possessing a combination of technical expertise and valuable soft skills, these professionals ensure the smooth flow of legal operations and maintain a high level of client satisfaction.
