Legal Administrative Assistant - Transactional
Phoenix, AZ
Do you have a passion for supporting a busy and successful legal practice with high profile cases? If so, please consider our new opening for an experienced and resourceful Legal Administrative Assistant. This position may accommodate a hybrid schedule of working 2-days remotely, once fully trained.
A set of core principles guide our work with our clients and with each other. Together, we call this Experience Amplified. It is a client-centered operational approach that helps define a culture of service excellence. It contributes to our highly collaborative group of business professionals, led by a dedicated and passionate C-Team.
Summary:
The ideal candidate will have the ability to perform administrative functions for attorneys in a professional office setting, where the work environment is busy, demanding, but rewarding. This role supports business transactional attorneys in several areas of law including Real Estate, Corporate Finance & Lending, Leasing, Acquisitions, Mergers, Dispositions, ERISA, Trusts & Estates and Probates. In order to be successful in this role, the candidate will have experience working in a commercial law firm.
Administrative Support:
- Daily administrative and clerical support to three or more attorneys or paralegals
- Processes conflict checks and New Client/New Matter forms
- Maintain and track schedules and calendars for attorneys
- Time entry (Intapp)
- Proforma billing review, narrative changes, and emailing invoices to clients
- Expense reporting (Chrome River)
- Extensive matter tracking (Excel)
- Arrange logistics for meetings, events, and conference calls; book rooms and locations; may order meals, refreshments, and equipment as requested (Outlook)
- Schedule and organize events such as meetings, business luncheons, or client dinners, as well as liaise with multiple internal departments
- Arrange travel itineraries and all correspondence related as needed
Document Preparation/File Maintenance
- Draft and proofread written materials and documents with attention to detail using professional writing skills and grammar (MS Word)
- Redlining of contracts utilizing comparison software
- Arrange and maintain paper and electronic files
- Data maintenance, data / electronic document management, and reporting, in compliance with firm policies using document management software and spreadsheets; (iManage) (MS Excel)
- Prepare and maintain electronic closing binders
- Prepare Estate Planning notebooks and send clients
- Analyze correspondence and save and file documents
Client Service and Team Support
- Establish and maintain ongoing positive business relationships with clients, paralegals, attorneys, and staff
- Research of information as requested by attorneys and/or paralegals
- Present information and respond to questions from individuals or groups of managers, clients, and timekeepers in a professional and timely manner
- Maintain complete confidentiality of client matters through demonstrated diplomacy and discretion
Required Skills and Qualifications
- At least 5 years of experience in a hands-on administrative role supporting multiple timekeepers; direct legal and transactional experience is required; experience in the specific listed areas is preferred
- Above-average typing speed with a strong emphasis on accuracy
- Regular data maintenance working with electronic databases and/or Excel spreadsheets; advanced proficiency with MS Excel preferred
- Ability to draft formal correspondence and provide miscellaneous document support with intermediate or higher MS Word expertise
- Ability to edit and organize documents in PDF format; advanced proficiency using Adobe Acrobat Pro preferred
- Experience with electronic and paper file maintenance and organization; experience using iManage preferred but not required
- Willingness to take direction from others, and ability to work independently on assignments with demonstrated judgment in when to seek assistance
- Ability to effectively present information and respond to questions from individuals or groups of managers, clients, and timekeepers in a professional and timely manner
- Able to work assigned schedule with flexibility for overtime as required to meet business needs
- Solid time management skills; ability to execute within established processes and directions on a timely basis; solid prioritization skills and results-driven orientation
- Strong organizational skills, including the ability to work with large data sets and reports
- Demonstrated ability to comprehend details and work at a fast pace with a high degree of accuracy
- Diplomacy and calmness under pressure or changing priorities
- Professional demeanor and experience communicating through different channels, and with different personalities/audiences
This position is not a stepping stone into other positions within the firm. Only applicants who are serious in an extended commitment to this position will be considered.
This position is non-exempt, and reports to the Office Administrator, but receives daily direction from the assigned attorneys or other timekeepers.
Disclaimer Statement
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
Lewis Roca offers competitive compensation and benefits, including:
- 401(k) with generous employer match
- 3 weeks annually of paid time off
- 10-paid holidays per year
- Benefits start on day 1
- 5 medical plan options to choose from
- Tuition reimbursement
- Gym reimbursement
- Well-being program
- Employer-paid life insurance and long term disability
- And much more!
How to Apply
Thank you for your interest in Lewis Roca. To complete an application and submit your resume, please click "Apply for this Position." No phone calls please. We will contact you if your resume indicates that you are a strong candidate for this position.
We are not accepting resumes from search firms for this position.
Lewis Roca is an Equal Opportunity Employer. We do not discriminate on the basis of race, sex, sexual orientation, gender identity, religion, national origin, color, age, physical or mental disability, spousal affiliation, marital status, a serious medical condition, genetic information, veteran status or any other basis prohibited by federal, state, or local law.
For more information about equal employment opportunity,
please click here for "EEO Is the Law."
To request a disability accommodation in the application process,
. Lewis Roca participates in E-Verify, please click
for more information. For information regarding your Right to Work, please click
here.
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Lewis Roca Rothgerber Christie
September 30, 2022