Legal Administrative Assistant

Job description

At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. Our London office is a modern, state‑of‑the‑art space in the heart of the City of London, now home to more than 60 transactional and dispute resolution lawyers who bring deep industry insight and strong commercial judgement to complex cross‑border matters. Our continued growth strengthens our ability to support clients operating in today’s interconnected energy and financial markets. Our London lawyers are recognized in Chambers and Partners UK and Legal 500 UK, and we are leaders among US firms in the ARL Advisor Rankings Guide. We are committed to building a diverse, inclusive workplace that reflects the communities we serve, and we look for highly motivated lawyers and business professionals who value our culture of respect, collaboration, and excellence. This position performs full secretarial and administrative duties for attorneys at all levels under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. The role also requires a thorough knowledge of at least a couple of the following practice areas, litigation, corporate, finance or real estate and organizational procedures. Essential Duties 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. Other Duties 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. Reporting Relationship The Legal Administrative Assistant reports directly to the Office Administrator and indirectly to assigned attorneys. Qualifications Knowledge/Experience 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. Skills 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. Education The Legal Administrative Assistant should possess CGSE’s including English and Maths. A Levels preferred, but not required. Physical Demands 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. Working Conditions Office Environment. Approved overtime may be required.