Legal Administrative Assistant Job Description [Updated for 2024]

legal administrative assistant job description

In the realm of law and order, the importance of legal administrative assistants has never been more prominent.

As the legal field evolves, the demand for skilled professionals who can manage, enhance, and protect our legal operations heightens.

But let’s delve deeper: What’s truly expected from a legal administrative assistant?

Whether you are:

  • A job seeker trying to understand the core of this role,
  • A hiring manager outlining the perfect candidate,
  • Or simply fascinated by the intricacies of legal administration,

You’re in the right place.

Today, we present a customizable legal administrative assistant job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Legal Administrative Assistant Duties and Responsibilities

Legal Administrative Assistants provide support to lawyers and paralegals by performing administrative tasks that ensure the smooth running of the legal office.

They must have a deep understanding of legal terminology and court procedures.

Their duties and responsibilities include:

  • Preparing and filing legal documents, such as appeals, motions, or petitions
  • Answering phone calls, taking messages, and scheduling appointments
  • Maintaining and organizing legal files, ensuring they are up-to-date and easily accessible
  • Assisting with legal research
  • Performing general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work
  • Preparing correspondence, such as letters, memos, and emails
  • Communicating with clients and other legal professionals to schedule meetings and share information
  • Managing case-related information and documents in a case management system
  • Processing invoices and billing and tracking payments
  • Assisting in trial preparation by preparing binders and exhibits for court

 

Legal Administrative Assistant Job Description Template

Job Brief

We are seeking a dedicated Legal Administrative Assistant to join our team.

The successful candidate will perform a range of administrative and legal support tasks in a fast-paced environment.

Legal Administrative Assistant responsibilities include maintaining and organizing legal documents, handling client interactions, scheduling meetings and court dates, and assisting attorneys with case preparation.

Our ideal candidate is someone with superb organizational skills, a high level of attention to detail, and an understanding of legal terminology and procedures.

 

Responsibilities

  • Provide administrative support to one or more lawyers
  • Effectively communicate with clients, colleagues and partners
  • Prepare and format legal and management reports
  • Maintain and update databases and tracking systems
  • Respond to inquiries and redirect them when necessary
  • Schedule meetings and manage calendars
  • Prepare court forms and statements
  • Manage legal documentation and correspondence in strict confidence
  • Conduct research and compile case-related information
  • Ensure compliance with legal regulations

 

Qualifications

  • Proven experience as a legal administrative assistant
  • Knowledge of constitution, legal terminology, regulations and court system
  • Knowledge of MS Office and ability to work with legal technology (court-filing computer systems, transcription software, etc.)
  • High level of professionalism and confidentiality
  • Strong organizational and time-management skills
  • Excellent written and verbal communication skills
  • Ability to multitask and meet deadlines
  • Associate’s degree in legal studies or related field, or equivalent work experience

 

Benefits

  • 401(k)
  • Health insurance
  • Dental insurance
  • Paid time off
  • Professional development opportunities
  • Life insurance

 

Additional Information

  • Job Title: Legal Administrative Assistant
  • Work Environment: Office setting. Some travel may be required for court appearances or meetings.
  • Reporting Structure: Reports to the Lead Attorney or Office Manager.
  • Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
  • Pay Range: $40,000 minimum to $60,000 maximum
  • Location: [City, State] (specify the location or indicate if remote)
  • Employment Type: Full-time
  • Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
  • Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Legal Administrative Assistant Do?

Legal Administrative Assistants, also known as legal secretaries, typically work in law firms, government agencies, and corporate legal departments.

They provide crucial administrative support to lawyers and legal executives.

Their primary role involves preparing legal documents such as subpoenas, legal briefs, summonses, motions, and complaints.

They also conduct research to support legal proceedings and assist in the preparation of legal opinions.

They handle the scheduling of meetings, depositions, hearings, and deadlines, ensuring the smooth running of the legal office.

They also manage client files and maintain an organized and up-to-date filing system.

Legal Administrative Assistants serve as a liaison between attorneys, clients, and court officials.

They may be responsible for answering and directing phone calls, responding to inquiries, and providing clients with updates on their cases.

Additionally, they often handle billing tasks, such as tracking billable hours, preparing invoices, and processing payments.

Their role requires strong organizational skills, attention to detail, and a thorough understanding of legal terminology and procedures.

 

Legal Administrative Assistant Qualifications and Skills

A proficient Legal Administrative Assistant should have skills and qualifications that align with the job description, such as:

  • Excellent organizational skills for maintaining and organizing legal documents, schedules and deadlines.
  • Strong communication skills for liaising between attorneys, clients, and court officials, and for drafting correspondences and legal documents.
  • Proficiency in legal terminology and procedures to understand and transcribe legal discussions, and to assist attorneys in court proceedings and legal transactions.
  • Proficiency in computer applications such as Microsoft Office Suite and legal research platforms to aid in drafting legal documents, conducting legal research, and maintaining databases.
  • Attention to detail for preparing and reviewing legal documents, ensuring accuracy and completeness.
  • Interpersonal skills to interact with diverse groups of people, from attorneys and clients to judges and court officials.
  • Ability to multitask and prioritize effectively to manage various tasks and meet strict deadlines.
  • Problem-solving skills to identify issues in legal documents and propose solutions.
  • Knowledge of confidentiality protocols and ethical standards for handling sensitive legal information.

 

Legal Administrative Assistant Experience Requirements

Entry-level legal administrative assistant candidates may have 1 to 2 years of experience, often gained through internships or part-time roles in legal or administrative settings.

These professionals can also gain on-the-job experience in roles such as legal secretary, paralegal, or other law office-related roles.

Candidates with more than 2 years of experience often develop their administrative skills and knowledge of legal processes in entry-level legal administrative assistant roles.

They are typically comfortable with legal terminology, document preparation, scheduling, and communication with clients and legal professionals.

Those with more than 5 years of experience often have advanced understanding of legal procedures, regulations, and documentation.

They may also have management experience, overseeing the work of other administrative staff in a law office setting.

This makes them suitable for senior or supervisory legal administrative assistant roles.

In all cases, experience with legal software, court filing systems, and general office software is an advantage.

As legal practices vary greatly, some employers may require specific experience in the field of law they practice.

 

Legal Administrative Assistant Education and Training Requirements

Legal Administrative Assistants usually require a high school diploma or equivalent education.

Many also have additional training or education in a related field such as business administration, legal studies, or secretarial studies.

A significant aspect of their training is becoming proficient in legal terminology, legal processes, and documentation.

This can be acquired through a certificate program or an associate’s degree in paralegal studies or legal secretarial studies.

They should also have strong computer skills, including a solid understanding of Microsoft Office Suite, as well as specialized legal software such as legal research platforms or case management systems.

Many employers also prefer candidates with a few years of administrative or secretarial experience, particularly in a legal setting.

In addition to formal education, legal administrative assistants also need strong written and verbal communication skills, attention to detail, and the ability to multitask and prioritize.

Some legal administrative assistants may also choose to seek professional certification, such as the Accredited Legal Professional (ALP) or Professional Legal Secretary (PLS) certifications, to improve their marketability and career advancement opportunities.

However, this is not typically a requirement.

Ongoing professional development and learning are also important, as laws and legal procedures can change frequently.

 

Legal Administrative Assistant Salary Expectations

A Legal Administrative Assistant can expect an average salary of approximately $44,285 (USD) per year.

However, this salary may fluctuate based on factors such as experience, the size and prestige of the employing law firm, and the cost of living in the specific geographic location.

 

Legal Administrative Assistant Job Description FAQs

What skills does a Legal Administrative Assistant need?

Legal Administrative Assistants should have excellent communication and organization skills as they are responsible for managing documents, scheduling appointments, and communicating with clients.

They should also be familiar with legal terminology and have the ability to multitask.

Proficiency with office technology and software (like Microsoft Office) is often required, as is the ability to type and transcribe efficiently.

 

Do Legal Administrative Assistants need a degree?

While a high school diploma or GED is often a minimum requirement, some employers prefer Legal Administrative Assistants who have completed a postsecondary certificate program or hold an associate’s degree in legal studies or a related field.

Prior experience in a legal or administrative role can also be beneficial.

However, the requirements can vary depending on the complexity of the role and the type of legal environment.

 

What should you look for in a Legal Administrative Assistant resume?

A Legal Administrative Assistant resume should highlight skills such as organization, attention to detail, and communication skills.

It should also list experience with various office and legal software programs.

Any specific knowledge or experience in the area of law that your firm specializes in is also a plus.

You should also look for evidence of strong typing and transcription skills, as well as experience managing office tasks and handling sensitive information.

 

What qualities make a good Legal Administrative Assistant?

A good Legal Administrative Assistant is detail-oriented, organized, and able to multitask effectively.

They have excellent written and verbal communication skills and can interact professionally with clients, attorneys, and other office personnel.

They respect confidentiality and can handle sensitive information with discretion.

Familiarity with legal documents and terminology and the ability to work under pressure are also key qualities.

 

What are the daily duties of a Legal Administrative Assistant?

A Legal Administrative Assistant’s daily duties include managing legal documentation, scheduling appointments, maintaining attorney calendars, answering phones, and communicating with clients.

They may also be responsible for drafting and proofreading legal correspondence, organizing and maintaining files, conducting legal research, and providing general administrative support to attorneys.

 

Conclusion

So there you have it.

Today, we’ve demystified the day-to-day responsibilities of a legal administrative assistant.

And guess what?

It’s not just about filing and paperwork.

It’s about creating the backbone of a successful legal system, one task at a time.

With our comprehensive legal administrative assistant job description template and real-world examples, you’re ready to make your mark.

But why stop there?

Delve deeper with our job description generator. It’s your next step to meticulously-crafted listings or fine-tuning your resume to perfection.

Remember:

Every task performed is a building block of the bigger legal framework.

Let’s shape that future. Together.

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