Legal Support Specialist

A Legal Support Specialist assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient workflow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm.

Duties and Responsibilities:

• Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for transactional clients, including handling tasks related to transactional legal matters like contracts, mergers and acquisitions, manage calendars, prepare legal documents, and coordinate communication between lawyers and clients during deal processes, in accordance with the Firm's document formatting standards using standard computer software specific to the legal industry.
• Initiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting; spelling and grammar.
• Aid other Legal Support Professionals within assigned teams whenever necessary to meet Firm and client needs; organize and prioritize workload for maximum efficiency and facilitation of Firm and client goals. Foster professional, cooperative and supportive relationships with peers, superiors, and clients.
• Manages multiple lawyer-assignments and organizes clerical functions and workflow to meet administrative and client needs.
• Act as a subject matter expert for policies and procedures.
• Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.
• Enters, proofreads, and posts lawyers' time entries. Works to ensure time entries are following client billing requirements and to ensure timeliness of entries in compliance with Firm policy.
• Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers' travel expenses.
• Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation, and syntax. Checks to ensure accuracy of jobs sent to duplicating service.
• Receives, screens telephone calls, conference calls and messages to lawyers, clients, and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.
• Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).
• Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.
• Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issues.