Legal Administrative Assistant

San Jose, CA

15 Sep 2021

San Jose, CA


Full Time


2 years

The Truck Accident Law Firm has the specialized skill, experience, and resources necessary to assist you in obtaining a full recovery if you are involved in a truck or commercial motor vehicle crash. We have helped many victims injured or killed in truck and motor vehicle crashes maximize their claim. We are dedicated to treating our clients with dignity, respect, and compassion throughout the legal process. The Legal Administrative Assistant provides administrative support to partners, associates, and other legal and business services staff in the office. The role is responsible for secretarial support, including general clerical functions, document production, conflicts, new business intake, and client billing and collections.

Key Responsibilities:-
Maintain calendars in Outlook, scheduling and coordinating internal and external meetings as necessary. Manage contacts lists, in Outlook and/or Interaction.
Manage administrative duties including but not limited to answering phones, arranging conference calls, coordinating travel and meetings, creating and maintaining, paper and electronic files, as well as handling miscellaneous photocopying, scanning, faxing and printing requests.
Handle all aspects of monthly bill preparation as required, including initiate pro formas; review, categorize and transfer time entries; finalize bills for partner review; mail or submit electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve.
Responsible for all aspects of client billing and collections which could include direct contact with the client regarding collections.
Create, edit, format and proofread letters, memos, and other documents using Microsoft Word, PowerPoint and Excel, iManage, and Work share Compare as necessary. Compose routine correspondence and emails, as needed.
Enter diaries into Intapp; prepare current assignment sheets.
Prepare and submit expense reports using Chrome River.
Request conflict checks, open new client matters and submit electronic approvals, as needed.
Assist with the coordination of business development, marketing, social, and other events
Provide backup secretarial assistance to partners, associates and other legal and administrative staff as assigned.
Assist partners with personal requests (i.e., maintaining personal files, contacts, calendar)

Solid knowledge of computers and software applications (MS Word, Excel, PowerPoint, Outlook)
Strong legal billing experience (handling all aspects of billings and collections) or desire and ability to learn
Ability to master new technology using on-line training tools
Ability to prioritize and handle multiple concurrent tasks
Ability to think clearly and work well under pressure in a busy demanding environment
Strong calendaring skills (view, edit, send, create and respond on partner’s behalf)
Strong interpersonal skills, with the ability to work effectively and cooperatively with all levels of staff within the office
Outstanding client service skills
High school diploma or equivalent required
Bachelor’s degree is a plus
Prior experience providing direct administrative support to partner or principal in a professional services environment is a plus
Prior experience providing administrative support to lawyers is a plus
Physical Activity/Other Miscellaneous
Flexibility to work outside standard business hours as needed
Ability to lift and carry up to 12 lbs

Flexible spending account
Health insurance
Life insurance
Paid time off
Professional development assistance
Employee assistance program
Employee discount