Executive Assistant - Legal at Hamilton Lloyd and Associates

Job Summary

• The Executive Assistant shall provide essential support to the Managing Partner during / in-between legal cases
• He/she will provide both traditional administrative and legal support
• The incumbent shall represent the Managing Partner in a professional and congenial manner in person, in telephone conversations and in written correspondence.

Job Responsibilities (Legal)

• Perform Research - Legal executive assistants perform legal research specific to the case currently being worked
• They gather information in an organized manner and present it to the managing attorney.
• Provide Administrative Support - Legal executive assistants provide general administrative support to the legal team. This includes organizing schedules, arranging meetings, and setting up travel arrangements.
• Write Reports - Legal executive assistants write legal reports based on the data gathered from research and initial interviews. They write clear and concise reports so that all involved parties can understand them.
• Organize and Track Case Documentation:
• Case documentation must be organized efficiently. Legal executive assistants organize and track case documentation, making it easily accessible to team members who need it.
• Maintain Legal Databases - Legal executive assistants maintain the firm’s legal databases. They also use external legal databases as needed to gather more data for the case.

Job Responsibilities (Administrative)

• Type reports, memos, letters and other documents using word relevant computer software.
• Answer phone calls and direct calls to appropriate parties or take messages, when required.
• Record, type and mange meeting minutes.
• Manage visitors and determine whether they should be given access to specific individuals.
• Read and analyse incoming memos, submissions and reports to determine their significance and plan their distribution.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• File and retrieve corporate documents, records and reports.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements, speaking engagement logistics, etc for executives.

Person’s Specification
Education:

• A Degree in any relevant course from a reputable school.

Experience:

• Minimum 3-5 years experience with a Law firm.

Competencies Required:

• Legal knowledge – legal executive assistants are knowledgeable in the type of law that their firm practices, applying it to specific cases
• Research skills – legal executive assistants are research experts, knowing where to look for new data and how to interpret it
• Project and case management experience – legal executive assistants are adept at managing the administrative aspects of a case
• Organizational skills – successful legal executive assistants are well organized, keeping track of everything happening
• Perceptive – legal executive assistants are perceptive, often finding details pertinent to a case that others may have missed