Legal Executive Assistant at Jobot

Dallas, TX 75201

About the Job

Experienced Legal Executive Assistant Needed for Dynamic Legal Team

This Jobot Job is hosted by: Emily Klopfenstein
Are you a fit? Easy Apply now by clicking the "Quick Apply" button
and sending us your resume.
Salary: $55,000 - $80,000 per year

A bit about us:

We are a distinguished law firm, recognized for our commitment to delivering outstanding legal services. Our dedication to client success is matched by our commitment to our employees' professional growth and development. We foster a collaborative environment where each member’s unique skills and perspectives are valued. Our innovative approach and ethical standards set us apart, driving our reputation as leaders in the legal community.

Why join us?

Join a firm with a global impact that values innovation and strategic thinking.
Engage in high-profile litigation cases that challenge and expand your expertise.
Benefit from a supportive team environment with robust training and development opportunities.
Enjoy a comprehensive benefits package that includes medical, dental, vision, and 401(k) with employer contributions.
Embrace a culture that promotes work-life balance with flexible, hybrid working arrangements.

Job Details

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Generate, prepare, and organize documentation and forms requisite to the litigation practice area, such as briefs, subpoenas, motions, notices, orders, interrogatories, tables of authority, extensions of time, etc.
Work with attorneys to oversee and coordinate filings with Docket through return of stamped copies from the court. Maintain knowledge of electronic court filing procedures. Ensure all pertinent dates are docketed. Index all pleadings.
Work with attorneys to date stamp incoming mail, pleadings, deposition notices, etc. ensuring documentation with deadlines are docketed and calendared.
Assist with trial preparation, depositions, and other litigation-related responsibilities.
Create, edit, and compile large, complex, heavily formatted documents as well as prepare correspondence, memoranda, and other legal documents from draft or dictated text utilizing MS Word. Proofread all documents for accuracy and completeness. Compose correspondence when appropriate.
Manage and maintain calendar (utilizing calendar software, if applicable) and assist in meeting deadlines. Schedule appointments and meetings, schedule court reporters for depositions, arrange for conference rooms, and communicate information to all respective parties.
Answer the telephone, and screen and process incoming telephone calls. Record and transmit telephone messages. Set up conference and/or video calls. Provide information to callers when appropriate.
Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
Receive, sort, and distribute incoming mail. Process outgoing mail to ensure timely delivery. File mail in client/case files, as necessary.
Update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.
Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm. Maintain excellent public relations with clients.
Open new client matters and request conflict of interest checks. Generate new files and maintain client, chron, and general files assuring that filing is kept current. Prepare files to be closed utilizing proper records storage procedures. Conduct periodic reviews of inactive files for possible storage of files.
Maintain an up-to-date listing of client/matter names and numbers for each attorney/legal personnel.
Working with the firm’s travel agent, making travel arrangements, preparing itineraries, and compiling documents for travel-related meetings.
Maintain knowledge of Firm operating procedures, departments, and support areas.
On a monthly basis, if applicable, prepare expense reports for each attorney/legal personnel. Submit to accounting for processing.
Prepare and keep current desk instructions with respect to each assigned attorney/legal personnel.
If applicable, prepare and process client billing utilizing Firm billing software. Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.

KNOWLEDGE, SKILLS, AND ABILITIES

High school diploma or equivalent and five or more years progressive legal secretarial experience; or equivalent combination of education and experience. Prior experience in the Litigation practice area of law with applicable knowledge of court filings is desired.
Computer proficient with experience and working knowledge of MS Word required. Ability to work with complex, heavily formatted documents and produce documents from transcription. Working knowledge of MS Word, Outlook, Excel, PowerPoint, iManage Records Manager, PACER, and Adobe Reader preferred. Data entry skills with 85% accuracy are preferred. Keyboarding skills of 60 wpm.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.
Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.
Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within the scope of the position’s responsibilities.
Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
Ability to operate standard office equipment, including computer, telephone, laser printer, transcription equipment, photocopier, scanner, facsimile, calculator, etc.
Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
Work occasionally requires more than 37.5 hours per week to perform the essential duties of the position.
Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.

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