A Legal Administrative Assistant’s Work Responsibilities
In a legal environment, the role of the Legal Administrative Assistant is vital in ensuring the success of any firm or practice. The responsibilities of an administrative legal assistant may vary depending on the size and type of law firm, but his or her general duties are common to all. The main responsibilities of a Legal Administrative Assistant include the management of client files, both electronic and physical, scheduling appointments or meetings for attorneys or other senior management, communicating with clients either in-person, through email or telephone, and ensuring that the office runs smoothly to maximize productivity. These professionals are oftentimes the first point of contact when a client engages with a law firm , so they play an integral role in creating a pleasant office environment and set the tone for the client’s experience. Legal administrative assistants must possess sound judgment and be able to communicate with people of different backgrounds, including clients, opposing counsels and other attorneys. When interacting with clients, it is critical that legal assistants can exercise discretion and have a thorough understanding of the confidentiality procedures necessary to safely handle a client’s sensitive information and records. Legal administrative assistants are also often required to maintain their employer’s schedule on the calendar, in order to effectively manage meetings, appointments and conference for their superiors. Legal administrative assistants are expected to perform a multitude of different tasks and are expected to have a firm understanding of all procedures involved in the daily activities of their employer’s office.
Key Competencies of Legal Administrative Assistants
The role of a Legal Administrative Assistant, often referred to as a Legal Secretary or Legal Executive Secretary, carries responsibilities far beyond the scope of general administrative duties typically found in other secretarial jobs. The Legal Admin Assistant acts as a principal point of contact between clients, lawyers, paralegals, and other legal professionals within a law firm. They work in a variety of settings, including private law firms, corporate legal departments, and government legal agencies, and are responsible for creating and maintaining vital case files and databases.
A Legal Admin Assistant must have exceptional communication skills, both in writing and verbally. Emails and correspondence, as well as phone calls, require the assistant to possess strong interpersonal skills. Legalese must be translated in easily understood terms, and confidentiality is crucial – both to uphold and to explain when needed.
Organization is also key for the Legal Admin Assistant. Keeping cases and contact records organized and up to date is essential to the smooth running of the law office. Integrity, attention to detail, professionalism, and the ability to multitask are all required when working within the legal industry.
Legal administrative assistants are often required to have a high level of familiarity with technological advances in the industry. Computer program usage can range from accepted word-processing, spreadsheet, and email programs to specialized legal-specific software such as client management and legal timekeeping software. Knowledge and understanding of the state and federal legal system, including laws, regulations, procedures, and court rules are sometimes required, particularly in larger or more established law firms.
Common Responsibilities and Job Functions
Legal administrative assistants perform a variety of tasks on a daily basis. The following are some of the common tasks they perform:
Schedule management
Legal administrative assistants are responsible for managing their respective attorneys’ schedules. They ensure that meetings are well planned, and they keep a calendar record of all activities. To do this, legal administrative assistants must make use of their employers’ online calendar systems.
Preparation of legal documents
From time to time, legal administrative assistants are required to prepare legal documents (such as pleadings or discovery documents) for their employers. These documents often have to comply with court rules (which can be complex), so legal administrative assistants usually rely on comprehensive checklists and templates to produce any required legal documents.
Client liaison
Legal administrative assistants are often the designated points of contact with clients. They communicate with clients to relaying their attorneys’ messages, relay other messages to their employers, and sometimes attend client meetings with them.
Typing and transcription
Legal administrative assistants typically perform typing (and sometimes transcription) tasks for their employers. While most clients print their correspondence and documents for their attorneys, legal administrative assistants traditionally have had to type such documents. They also take (and sometimes transcribe) dictation from their employers.
Filing and administration
Whereas paralegals do not perform filing and administration work, legal administrative assistants perform such work regularly, and often manage their respective attorneys’ departments.
General administrative tasks
Legal administrative assistants also perform a number of general administrative tasks, such as managing and reordering office supplies, and performing housekeeping duties around the office.
Required Education and Training
The essential skills and knowledge required for a legal administrative assistant typically include a bachelor’s or associate’s degree. A high school diploma is also considered acceptable. A legal secretarial diploma earned from a certified institution, along with on-the-job training, may be required by some employers in lieu of an associate’s or bachelor’s degree. Many employers require work experience, especially for federally funded paralegal jobs. Work experience in a legal office or apprenticeship is also acceptable for some legal administrative assistant positions. Some community colleges offer courses in legal administrative assistance that require an internship or co-op placement. Legal administrative assistants are expected to have a good working knowledge of industry-standard legal and word processing software. Professional and competitive certification by the International Association of Administrative Professionals and other organizations may improve employment opportunities. Professional certification includes passing the Certified Administrative Professional (CAP) exam, which is based on industry standards and a current knowledge of workplace practices and procedures.
Career Path Advancement Options
Those who hold the legal administrative assistant job description are generally considered entry-level employees as such positions require little to no previous work experience. However, with a few years of training under their belt and an understanding of the complexities of the legal system, many administrative assistants begin to advance through the legal system and pursue even more prestigious positions within the law firm. Many administrative assistants use the legal system as a way to get their foot in the door, so to speak, and enter the industries for which they want to work. They strive to gain as much experience as possible and pursue an education in the field in which they wish to become a paralegal or attorney someday. It is often beneficial for an administrative assistant to select a paralegal or related coursework that will help them gain legal education in the field of their choice . This will help them to better serve their legal firm as a whole and provide even more assistance to the attorneys with whom they work. In addition to continuing education, many assistants will also pursue training in technology that will help them become more useful to their firms. Many legal administrative assistants choose to earn advanced certifications that will enhance their knowledge in the field, solidifying their role as an essential component of the firm. A legal administrative assistant that shows the desire to learn more about the legal system in which they serve and to upgrade their skills is likely to see their firm invest both time and resources into training them in a way that both benefits themselves and the firm. While the legal assistant job description may be considered entry-level, those who prove themselves to be hard working and indespensible to the firm will find a great deal of advancement opportunities available to them.
Typical Challenges and Benefits of the Role
The life of a legal administrative assistant is not without its challenges. Legal administrative assistants often find themselves at the nexus of a law office’s activities, ensuring that communication flows smoothly, deadlines are met and procedures are followed to the letter of the law. Indeed, they are often exposed to highly confidential information that must be treated with the utmost discretion. However, as with all difficult jobs, there is light at the end of the tunnel in the shape of substantial rewards and job satisfaction. Legal administrative assistants can expect to gain valuable experience in a wide range of areas, from administrative systems to legal statutes. Experienced legal administrative assistants prove invaluable in these areas and are often one of the key facilitators of a legal office’s success. Law offices are dynamic places where situations can change on a dime, and legal administrative assistants are often in close contact with senior lawyers, clients and other staff members. Their role as a liaison between many different parties presents a challenge for even the most experienced administrative assistants, but it’s one which can also be highly rewarding if they meet that challenge successfully. It should not be a surprise that legal administrative assistants are an essential part of any law office’s team and their pay reflects this. It is one of the highest paying jobs in the clerical area of employment, and since it is a common requirement for most legal facilities, the field is also large and diverse. As it is an entry-level job requiring two years’ experience or less, it is also a great starting point for a career in the legal field.
Tips for Writing a Good Job Description
An effective job description is a critical tool when hiring a legal administrative assistant. When drafted well, it will help employers to: attract qualified job applicants; and clearly define the duties, responsibilities and expectations for the available position. While it may be tempting for employers to quickly review existing job descriptions and modify same to fit their specific needs, such an approach is not recommended since: (i) a poorly written position description may deter qualified candidates from applying for the job; and (ii) a hastily drafted position description may leave employers without any clear guidance as to the skills, qualifications and essential functions required for the position.
The following should be included in an effective job description for legal administrative assistants:
o Job Title – be specific.
o Summary – provide a brief description of the level of the position (i.e., entry, mid-level or advanced) and who the individual will assist. For example, will the individual report to an Associate, Deputy General Counsel , General Counsel or other legal administrative assistant?
o Job Preview – a brief overview of the essential functions the individual will fill. This portion of the description should be more detailed than the summary.
o Key Responsibilities – for positions that have been previously filled, a list of the primary responsibilities of the position. For new positions, a description of the essential functions of and qualifications required for the position.
o Qualifications – the minimum education and/or experience necessary for the position, and any studies or certifications that may be preferred. In addition, this section should address any skills required such as knowledge of technology and/or specific computer programs.
o Interested Applicants – the salary range for the position and instructions on how candidates should apply for the position.
Some tips for attracting qualified candidates include: making sure the ad gets good placement on job boards; and keeping the application process simple. A lengthy procedure that requires submittals that are not relevant to the job can discourage qualified candidates.