Legal Administrative Assistant (Legal Secretary Trainee)

Allen Matkins is a law firm with a strong foundation in real estate and a broad range of legal practices. They are seeking a Legal Administrative Assistant to perform secretarial tasks and support attorneys while ensuring client satisfaction and maintaining firm procedures. This role involves drafting legal documents, managing schedules, and collaborating with various departments within the firm.

Responsibilities

• Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
• Draft, edit, and proofread practice-specific legal documents and redline comparisons
• Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Assist with preparing closing binders and indexes upon closing of transactions
• Assist with preparing, filing, and/or ordering corporate documentation
• Prepare and ensure client intake information follows conflict procedures
• Prepare expense reports, timesheets and make travel arrangements
• Calendar administrative dates as requested
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed
• Maintain attorney files
• Maintain updated calendar and current client contact lists
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Provide knowledge and procedural mentorship for new attorneys
• Provide professional client relationship management and high level client service
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate and provide support on a daily basis with legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested

Skills

• High school diploma or equivalent; college degree strongly preferred
• Minimum 1-2 years of law firm experience preferred
• Ability to learn and work through complex document markups and instructions in an accurate and timely manner
• Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
• Ability to learn and troubleshoot documents quickly
• Excellent interpersonal, verbal, written and grammar communication skills
• Strong commitment to producing quality results and fostering a culture of customer satisfaction
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency to learn in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management

Company Overview