JOB TITLE: Legal Administrative Assistant (Litigation)

FLSA STATUS: Non-Exempt

SCHEDULE: Full-Time; M-F 8:30 - 5:00

POSITION SUMMARY

The Legal Administrative Assistant position is a non-exempt, full-time position based in our Oklahoma City, OK office. This position is responsible for providing administrative support to multiple attorneys and other timekeepers in the litigation section of the Oklahoma City office. It requires a confident, proactive professional with solid administrative experience. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.

POSITION RESPONSIBILITIES

• Coordinate incoming and outgoing electronic communications (including telephone, e-mail and fax).
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality.
• Coordinate travel arrangements and prepare itineraries.
• Schedule meetings and arrange for conference rooms and meals.
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups.
• Prepare documents (typing, formatting, etc.) and is responsible for typing/transcribing legal documents accurately and within requested timeframes, prioritizing work among assignments and meeting specific deadlines on projects.
• Assist with preparing or proofreading litigation and business documents, including pleadings, discovery, settlements, contracts, client correspondence, etc.
• E-file documents as required.
• Docket deadlines: calendar hearings, mediations, deadlines, trials, etc.
• Maintain paper and electronic files (works with File Room to create and maintain client files and indexes, perform routine filing and retrieves files as needed, save electronic documents and communication to document management system using proper, standard naming conventions, maintain chronological files and administrative files for assigned attorneys).
• Prepare daily time entry for Partners and other attorneys, as approved by management and submit in a timely manner.
• Collaborate with Accounting to ensure accuracy in billing pursuant to client requirements; perform Paperless Proforma edits, complete expense reimbursements in a timely manner, prepare invoices for payment as requested by timekeepers.
• Proactively demonstrate effective teamwork and provide assistance to other LAAs as time permits.
• Work cooperatively with other departments and individuals in the firm.
• Independently use sound judgment and initiative to develop project timelines. Anticipate the business needs of the assigned timekeepers; plan ahead and meet deadlines.
• Interact with staff at all levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism.

QUALIFICATIONS / SKILLS

• 3-5 years prior experience as an administrative assistant required.
• Experience in law firm or corporate legal department preferred; experience in multiple areas of law a plus.
• Some college preferred; background in legal studies/paralegal studies a plus.
• Excellent oral and written communication skills, excellent organizational abilities, strong analytical and problem solving skills, and proactive business style required.
• Advanced skills with Microsoft Office required, including Word, Outlook, Excel, and PowerPoint.
• Typing speed of 60 wpm preferred.

PHYSICAL REQUIREMENTS

• Position is generally sedentary in nature; involves sitting most of the time, but may involve the need for inter-office mobility for brief periods of time.
• Ability to occasionally or routinely lift up to 10 – 20 lbs.
• Ability to efficiently communicate.
• Ability to perform repetitive motions required.
• Ability to see and read PC screens, detect color coding, read fine print, and/or normal type size print.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of employees.