Full-Time Legal Administrative Assistant

JOB SUMMARY

We are currently seeking a full-time Legal Administrative Assistant to support attorneys and paralegals in our Community Association Law Department in our West Chester, PA office. The Legal Administrative Assistant will perform a full range of administrative and clerical duties in support of assigned attorneys and paralegals. This position requires a high level of organization, reliability, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The expected support ratio is approximately four attorneys and one paralegal per assistant. 

DUTIES AND RESPONSIBILITIES

•         Manage and maintain attorney calendars, enter calendar reminders, and proactively notify attorneys of pending deadlines, hearings, and obligations to ensure compliance.

•         Type, edit and compile documents, correspondence, memoranda, and related materials.

•         Receive and transcribe dictation from draft or dictated text.

•         Maintain and organize hard-copy and electronic files, scan, and file documents in the firm’s document management system in accordance with established procedures.

•         Schedule attorney and client meetings and reserve conference space as needed.

•         Enter attorneys’ time in TABS, review pre-bills, coordinate attorney review and approval, process edits, and prepare and process final bills.

•         Conduct conflict checks and open new matters in accordance with firm procedures.

•         Electronically file legal documents with applicable courts and agencies.

•         Receive, sort, and distribute department mail; ensure timely handling of outgoing and overnight deliveries.

•         Respond to and assist clients by telephone or email, providing non-legal information and ensuring appropriate follow-up and resolution.

•         Close files in accordance with firm policies and document retention procedures.

•         Notarize documents (if certified).

•         Assist with reception desk or office clerk coverage as needed.

•         Work collaboratively with attorneys, paralegals, support staff, and firm administration to support overall firm operations.

JOB REQUIREMENTS

•         High school diploma required; a minimum of three (3) years of legal administrative assistant experience in a law firm is required.

•         Proficiency with MS Office software including Outlook, Word, and Excel.

•         Experience with TABS3 billing software is desirable.

•         Excellent organizational and communication skills with close attention to detail, ability to understand and follow oral and written instructions.

•         Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, and decision-making skills.

•         High level of interpersonal skills to communicate in person, by email and telephone and to follow instruction effectively with confidentiality, courtesy, and tact, from a diverse group of clients, attorneys, and staff.

This position offers a competitive salary and benefits package. We are an Equal Opportunity Employer.

To apply for this position, please send cover letter and resume to Lisa Powell at lpowell@gawthrop.com.