Position Overview
Ultimate Staffing Services is actively seeking a dedicated Administrative Legal Assistant to provide high-quality administrative support to a group of lawyers and professionals in a team environment. The position requires being onsite in the Miami, FL office five days a week. The ideal candidate will effectively and efficiently meet firm and client needs while maintaining a professional and organized work environment.
Responsibilities
- Communicate effectively and professionally with clients, lawyers, and co-workers via email, telephone, and in person; answer telephone, providing responses to routine questions from clients and staff members and/or route calls to appropriate lawyer or staff member; arrange conference calls and greet clients.
- Create, draft, format, edit, proofread, and manage Word documents, Excel spreadsheets, PowerPoint presentations; draft routine business correspondence, forms, and documents under the supervision of an appropriate lawyer/professional.
- Schedule domestic and foreign travel through firm travel system, including flights, hotels, and/or car rentals.
- Prepare, organize, and process reimbursements, invoices, and check requests in a timely manner.
- Collect and prepare information to run conflict checks, open new client matters, and draft engagement letters, scope letters, and other required documents; provide guidance to lawyers to ensure completed forms are prepared and submitted properly.
- Learn client-specific billing guidelines or restrictions and consistently apply them to client invoices to ensure compliance and cost-effective practices.
- Open, prioritize, and distribute mail (both paper and electronic); coordinate mailings, deliveries, and copying, scanning, and printing, when appropriate.
- Enter and manage work requests from lawyers in the firm's workflow tool and complete according to provided deadline(s).
- Perform routine electronic and paper filing in an organized manner for easy access; photocopy, scan, compile, and distribute documents; identify and coordinate available services provided by administrative departments such as office services, the IT Help Desk, document services, accounting, billing, and records.
- Perform all file maintenance, including saving documents to the document management system.
- Assist lawyers with time entry, billing, and collection, as needed.
- Operate independently to ensure completion of assignments, which may be complex in nature or require high-level production, in an accurate and timely manner. Produce a high volume of work assignments in an accurate and timely manner.
- Perform clerical duties for non-legal departments, as needed.
- Special projects and duties as assigned.
Qualifications
- Advanced knowledge of Microsoft Office Suite and Adobe.
- Experience with document management systems.
- Experience with electronic signature software programs.
- Bilingual in Spanish & English.
- Proficiency in core legal administrative assistant functions and advanced technical and communications skills.
- Ability to thrive in a fast-paced environment with demonstrated ability to coordinate multiple competing tasks and demands.
- Superb attention to detail, grammar, and punctuation, and the ability to articulate thoughts and effectively present innovative ideas and findings.
- Ability to take direction and work independently with little supervision.
- Ability to effectively work well with others.
- Effective and professional interpersonal and communication skills.
- Ability to write clearly and professionally, with excellent proofing skills.
- Strong work ethic with the ability and commitment to maintain confidentiality.
- Ability to lift and carry up to 30 pounds.
Education Requirements
Bachelor's degree preferred.
4 to 5 years of experience supporting lawyers and paralegals with administrative or client-related tasks preferred.
Work Hours
Monday - Friday, 9:00 AM - 5:30 PM
Location
Miami, FL
Benefits
Additional details about benefits will be provided during the interview process.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
