Position Summary
The Legal Administrative Assistant provides high-level administrative and clerical support to attorneys and other legal professionals. This position is responsible for managing day-to-day administrative needs, maintaining organized and accurate files, preparing and processing legal documents and correspondence, coordinating calendars and deadlines, and supporting the Firm’s docketing and calendaring processes. This role supports our civil litigation and civil appellate practice areas.
The ideal candidate is highly organized, detail-oriented, professional, and able to effectively manage multiple priorities and critical deadlines in a fast-paced legal environment.
Essential Duties and Responsibilities
- Provide administrative support to assigned attorneys and other legal professionals.
- Prepare, revise, proofread, format, and finalize correspondence, pleadings, agreements, reports, and other legal documents.
- Maintain attorney calendars, including scheduling meetings, hearings, depositions, appointments, and other deadlines.
- Review incoming court notices, orders, correspondence, pleadings, and other case-related documents to identify applicable dates and deadlines.
- Calculate and docket court, filing, discovery, hearing, response, and other case-related deadlines in accordance with applicable rules and court orders, including appellate proceedings.
- Enter and maintain deadlines, reminders, and other critical dates in the Firm’s docketing and calendaring systems utilizing Arizona Rules of Civil Procedure, Arizona Rules of Appellate Procedure, Arizona Rules of Probate Procedure, and Federal Rules of Civil Procedure with Arizona local rules.
- Monitor docketed deadlines and provide attorneys and appropriate team members with timely reminders of upcoming due dates.
- Update, revise, and remove docket entries when deadlines or hearing dates are continued, modified, satisfied, or otherwise changed.
- Review docketing entries for accuracy and completeness and promptly address discrepancies or missing information.
- Assist with reviewing federal, state, and local court rules and procedures to determine applicable calendaring requirements, as appropriate.
- Communicate with attorneys and legal team members to confirm deadlines when additional information, interpretation, or attorney direction is required.
- Follow Firm docketing procedures and internal controls designed to ensure critical deadlines are accurately recorded and monitored.
- Coordinate meetings, conference calls, and other scheduling needs.
- Maintain electronic and physical client and matter files in accordance with Firm procedures.
- File, scan, save, organize, and retrieve documents and correspondence.
- Assist with electronic filing of documents with federal, state, and local courts and other agencies, as applicable.
- Prepare and process incoming and outgoing correspondence, including mail and electronic communications.
- Communicate professionally with clients, courts, opposing counsel, vendors, and other external contacts.
- Answer and route telephone calls and respond to routine inquiries as appropriate.
- Process expense reports, check requests, and other administrative documentation.
- Maintain confidentiality of client, employee, and Firm information.
- Collaborate with attorneys, paralegals, legal assistants, and other administrative staff to ensure efficient workflow and coverage.
- Provide backup administrative and docketing support to other attorneys and departments as needed.
- Follow Firm policies, procedures, document-management standards, docketing requirements, and administrative processes.
- Perform other duties and special projects as assigned.
Qualifications
Education and Experience
- High school diploma or equivalent required; associate degree, bachelor’s degree, paralegal studies, or related education preferred.
- Prior administrative experience in a law firm or professional-services environment preferred.
- Experience supporting multiple attorneys or professionals is preferred.
- Experience with legal docketing, calendaring, deadline calculation, and electronic court filing is strongly preferred.
- Experience with appellate docketing and filing, and familiarity with federal and state appellate rules and procedures, is preferred.
- Familiarity with legal terminology, court procedures, and electronic filing systems is preferred.
- Knowledge of federal and state court rules and procedures related to calendaring and deadlines is preferred.
Knowledge, Skills, and Abilities
- Strong organizational and time-management skills with the ability to prioritize multiple assignments and meet deadlines.
- Exceptional attention to detail and accuracy, particularly when calculating, entering, and monitoring legal deadlines.
- Ability to recognize deadline-sensitive documents and promptly communicate critical dates to attorneys and other appropriate personnel.
- Excellent proofreading skills.
- Strong written and verbal communication skills.
- Professional interpersonal skills and a commitment to providing excellent client service.
- Ability to exercise sound judgment and discretion when handling confidential or sensitive information.
- Ability to work independently while also collaborating effectively as part of a team.
- Ability to adapt to changing priorities and work effectively in a deadline-driven environment.
- Strong computer skills, including proficiency with Microsoft Office applications such as Word, Outlook, Excel, and PowerPoint.
- Ability to learn and effectively use the Firm’s document-management, docketing, calendaring, timekeeping, billing, and other technology systems.
- Reliable attendance and punctuality.
Physical Requirements
The physical requirements described below are representative of those necessary to successfully perform the essential functions of the position. Reasonable accommodations may be made for qualified individuals with disabilities.
- Ability to remain in a stationary position for extended periods.
- Ability to operate a computer and other standard office equipment.
- Ability to communicate effectively in person, by telephone, and electronically.
- Ability to occasionally move or transport files, supplies, or other office materials.
Work Environment
This position operates primarily in a professional office environment and routinely uses standard office equipment and technology. The position may require flexibility in scheduling based on attorney, client, court, and business needs.
This position may have the option to be hybrid.
Equal Employment Opportunity
The Firm is an equal opportunity employer and is committed to providing employment opportunities without unlawful discrimination or harassment. Employment decisions are made in accordance with applicable federal, state, and local laws.
This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, qualifications, or working conditions. Responsibilities may be modified based on the needs of the Firm.
Interested candidates should email Sophia Rivera