Provide administrative support to legal staff, including lawyers, paralegals, and other office personnel.
Greet visitors, answer phones, and direct calls and inquiries to the appropriate person.
Prepare, format, and file legal documents, correspondence, and reports. Ensure that all documents are correctly filed in the office’s document management system.
Manage calendars for the legal team, schedule appointments, meetings, and court dates. Ensure all parties are informed of upcoming commitments and changes.
Handle incoming and outgoing mail, faxes, and emails. Draft and proofread letters and other documents as required.
Communicate with clients to schedule meetings, gather information, and provide updates on cases as directed by the legal team.
Assist with the preparation of client invoices, track payments, and follow up on overdue accounts.
Monitor and maintain office supplies inventory. Order supplies and manage vendor relationships to ensure the office is well-stocked and operates smoothly.
Maintain and update client files, case records, and databases with accuracy and confidentiality.
Organize and coordinate meetings, including preparing agendas, booking conference rooms, and arranging catering if necessary.
Arrange travel accommodations for the legal team, including booking flights, hotels, and transportation.
Ensure compliance with legal and ethical standards, including maintaining confidentiality of client information and adherence to office policies and procedures.
Qualifications:
A degree or a diploma in a related field is preferred.
At least 2-3 years of experience in an administrative role, preferably within a legal setting.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Google Workspace) and familiarity with legal software and document management systems.
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Attention to detail and accuracy.
Ability to work independently and as part of a team.
Professional demeanor and appearance.
Knowledge of legal terminology and procedures is an asset.
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