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Legal Administrative Assistant

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Haynes and Boone, LLP

1mo ago

  • Job
    Full-time
    Mid Level
  • Legal
  • London
  • Quick Apply

AI generated summary

  • You must have 3+ years of litigation/corporate secretarial experience, legal terminology knowledge, strong tech skills, attention to detail, and excellent communication abilities.
  • You will handle administrative tasks, word processing, document preparation, client communication, travel arrangements, diary management, and support attorneys and colleagues as needed.

Requirements

  • Must have extensive secretarial/PA experience and at least three years’ litigation and/or corporate experience.
  • Mid- to large-sized law firm experience is preferred.
  • The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.
  • Working knowledge and experience with the Firm’s technology and applications is strongly preferred.
  • Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred.
  • Prior experience supporting several attorneys is required.
  • The Legal Administrative Assistant must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe.
  • The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation.
  • Strong phone etiquette, attention to detail and follow through skills is required.
  • Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice.
  • Must be highly organized and able to successfully multi-task and meet set deadlines.
  • Strong customer service, ability to be flexible and work effectively as part of a team is required.
  • The Legal Administrative Assistant should possess CGSE’s including English and Maths.
  • A Levels preferred, but not required.
  • Must be able to move around the office up to 25% of the time to make copies, file, etc.
  • Remains stationary at least 75% of the time.
  • This position operates computers and other office productivity machines (e.g., copier, printer, etc.) on a regular basis.
  • Occasionally required to move documents or files weighing up to 15 lbs.
  • This position requires constant communication and exchange of information with the firm attorneys, clients and staff.
  • This position must be able to inspect and observe information on a computer screen at least 80% of the time.
  • Office Environment.
  • Approved overtime may be required.

Responsibilities

  • Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, closing and archiving matters, client bills, time and expense reports and other account enquiries.
  • Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, format, etc.
  • Document preparation including photocopying (e.g. trial bundles for hearings).
  • Maintains physical and electronic files and client contact housekeeping for attorneys.
  • Communicates verbally and in writing with clients and/or opposing counsel as instructed by supervising attorneys.
  • Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
  • Coordinates travel arrangements, meetings and appointments, and properly receives clients/guests, as requested.
  • Diary management for attorneys, including hearings, court appearances and other commitments.
  • Answers attorneys’ phones and takes messages.
  • Takes dictation and transcribes, if required. Composes correspondence for client-related matters.
  • Handles incoming and outgoing mail.
  • Supports other secretaries as reasonably required.
  • Provides secretarial assistance to vacation students, visiting attorneys and attorneys whose secretaries are absent.
  • Occasionally, may accompany attorney to court to assist in handling materials and preparing documents.
  • Provides cover for reception for lunch breaks and as required for general reception cover.
  • Performs other related duties as needed or assigned.

FAQs

What is the main role of a Legal Administrative Assistant at Haynes and Boone?

The main role of a Legal Administrative Assistant is to perform full secretarial and administrative duties for attorneys, requiring high levels of independent judgment and discretion while supporting various legal practice areas.

What qualifications are required for this position?

Candidates must have extensive secretarial/PA experience, at least three years of litigation and/or corporate experience, and knowledge of legal terminology, office procedures, and relevant technology.

Is prior law firm experience necessary for this role?

Yes, mid- to large-sized law firm experience is preferred.

What kind of skills does a Legal Administrative Assistant need?

The position requires advanced word processing and computer skills, excellent written and verbal communication skills, strong attention to detail, organizational abilities, and customer service skills.

Will the Legal Administrative Assistant have to manage travel arrangements?

Yes, coordinating travel arrangements, meetings, and appointments is part of the job responsibilities.

What are the educational requirements for this position?

Candidates should possess GCSEs in English and Maths, with A Levels preferred but not required.

What are the physical demands of this job?

The job requires moving around the office up to 25% of the time, remaining stationary for at least 75% of the time, and occasionally moving documents or files weighing up to 15 lbs.

Does the role include handling client bills and expense reports?

Yes, handling client bills, expense reports, and other financial inquiries is a key aspect of the role.

What kind of tasks might require confidentiality and discretion?

Tasks such as communicating with clients, processing new client/matter requests, and handling sensitive legal documents require a high degree of confidentiality and discretion.

Who does the Legal Administrative Assistant report to?

The Legal Administrative Assistant reports directly to the Office Administrator and indirectly to assigned attorneys.

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Haynes and Boone, LLP

Law
Industry
1001-5000
Employees
1970
Founded Year

Mission & Purpose

Haynes Boone, is an international corporate law firm with 19 offices, spanning Texas, New York, California, Charlotte, Chicago, Denver, Virginia, Washington, D.C., London, Mexico City and Shanghai, providing a full spectrum of legal services in energy, technology, financial services and private equity. With about 650 lawyers, Haynes Boone is ranked among the largest U.S.-based firms by The National Law Journal, The American Lawyer and The Lawyer. It was recognized in the BTI Consulting Group’s 2022 “A-Team” report, which identifies the law firms that in-house counsel commend for providing superior client service. The firm is also recognized as a leader in DEI initiatives. It achieved Mansfield Rule 5.0 certification in 2022 after completing a rigorous 12-month collaboration with Diversity Lab.