Job Description

We’re partnering with a prestigious global law firm to find a highly organized, detail-oriented Legal Assistant to join their dynamic team. In this role, you’ll provide critical administrative support to attorneys through a strong grasp of legal processes, impeccable judgment, and a commitment to maintaining confidentiality. You’ll serve as a key point of contact across internal teams and with high-profile clients; professionalism, discretion, and polished communication are a must.

Success in this fast-paced environment means staying flexible, being proactive, and thriving while supporting a variety of work styles.

Responsibilities

• Handle regular activities without prompting and advise in advance of issues or delays; actively seek ways to support assignments with a proactive and thoughtful approach.
• Develop and maintain in-depth knowledge of firm operations and processes for practice areas; act as the subject matter expert of specific processes and procedures, and proactively share relevant information with colleagues.
• Delegate work to appropriate resources and ensure that work is completed in a timely and accurate manner.
• Train and develop peers and junior lawyers in practice-specific and firm procedures.
• Be a steward and leader of the firm and team culture; adhere to firm policies and procedures
• Consistently supports the Service Excellence model and consistently excels in performance appraisals
• Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time, and offsetting issues.
• Coordinate internal and external meetings, video conferences, and appointments for attorneys and clients, including conference room scheduling and related services.
• Act as a subject matter expert for policies and procedures; identify and implement operational and organizational improvements to processes.
• Track and organize material and information related to attorney leadership roles within the firm, in bar, and other professional organizations
• Collaborate with departments to complete required tasks, address issues, and resolve problems.
• Prepare timekeepers for important meetings, including gathering talking points, preparing presentations/spreadsheets, and helping to manage relationships with clients/direct reports, etc.
• Monitor and reconcile billing discrepancies and coordinate with billing to resolve issues and maintain information on billing arrangements for key clients.
• Collect and submit information needed to open new client matters and run conflicts.
• Prepare, format, edit, and finalize documents, including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda using MS Office applications and other firm software.
• Initiate correspondence and other written materials under own signature or for signature of timekeepers.
• Provide oversight for time entry, proformas, and bills for the assigned attorneys.
• Manage all aspects of billing and collections, including reviewing proformas to conform to billing requirements, identifying and correcting entries, and train associates on best practices.
• Coordinate domestic/international travel and logistics, including flights, hotels, car service, transfers, itineraries, and any necessary visa documentation; maintain travel expenses.
• Receive, screen, and route telephone calls, conference calls, and messages to attorneys, clients, and staff.
• Maintain inboxes, including reviewing incoming communications, prioritizing items, and responding if needed.
• Research information for new clients/deal pitches (i.e., utilizing LinkedIn).
• Delegate tasks to appropriate resources and ensure timely and accurate completion.
• Proactively handle activities without prompting and provide advance notice of potential issues or delays.
• Perform other duties as assigned or as judgment or necessity dictates.

Ideal Experience

• Bachelor’s degree preferred.
• Minimum of 5 years of experience as a legal secretary or in a similar role.
• Proficiency in Microsoft applications, willingness to learn new skills.
• Experience with document management systems (DMS).
• Strong organizational skills, attention to detail, prioritization, reasoning, and leadership skills.
• Excellent analytical, judgment, and problem-solving abilities.
• Superior interpersonal and communication skills.
• Ability to work harmoniously and effectively with others, develop others through mentoring.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work under pressure and manage multiple projects with competing deadlines.
• Self-starter who anticipates needs, takes the initiative, and solves problems; shows ownership and commitment to the position.

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The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Manager, Receptionist, General Office, General Labor, Event Support, Project Management, and Customer Service.

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