Vandved Search is hiring: Legal Administrative Assistant in Providence

Position Title

Legal Administrative Assistant

Position Summary

Assists attorneys with duties including but not limited to, maintenance of marketing contacts, document production, electronic filing, and data entry. Provides extensive calendar management and travel support for assigned attorneys and may consistently interact with clients via the phone and in person. Organizes and maintains all files relating to practice and administrative matters following attorney preferences.

Legal Administrative Assistant Duties and Responsibilities

• Document Preparation: Prepares accurate, error-free, and properly formatted legal papers and

other documents such as reports, records, forms, meeting minutes, scientific or technical

material, numerical data, and tabular information from rough draft, corrected copy, etc.

Proofreads and edits documents for grammar, spelling, punctuation, and format. Files

documents and emails in the Firm’s electronic document software. Distributes correspondence

using scanning, PDF, email, or hard copy delivery.

• Scheduling: Schedules appointments, including meetings, conferences, etc. for team members.

Coordinates workflow and prioritizes work so that all deadlines can be met. Reserves conference

room(s) for meetings; arranges for special equipment and catering services.

• Client Service: Answer telephone calls and take accurate and complete messages, give

information to callers, refer to others, or hold for team members. Provides relevant and timely

information to clients and team members (including times when they are out of the office) in a

professional, courteous, and effective manner. Retrieves voice mail messages and arranges

conference calls.

• Time Entry/Billing: Inputs time entries daily, weekly, or monthly. Opens new client and/or matter

numbers; performs conflict checks; demands the pre-bill selection of monthly bills for attorney

review; copies, emails, and forwards copies of finalized bills to the Accounting Department;

maintains billing files; receives, copies, files, and submits client checks to Accounting

Department.

• Filing: Maintains current and orderly files according to Firm guidelines, including, but not limited

to client files, chronological, administrative, materials for closings, and ongoing deals/cases.

Provides retrieval of information, general document control, and updates materials. Closes files

and sends to storage according to Firm policy.

• Travel & Expenses: Arranges travel schedule and reservations for team members. Process

expenses for team members using the firm’s expense reimbursement system.

• Invoices: Process invoices to ensure timely payment to vendors.

• Mail: Reviews, prioritizes, and routes incoming mail. Prepares outgoing mail and overnight

packages using the postage-metering machine, scale, and Federal Express Power ship.

Coordinates messenger pickups and deliveries.

• Other: This position is also expected to back up team members by providing secretarial and

administrative support to other attorneys. Performs other related duties as required or assigned, some of which may be essential to the position.

Required Skills and Abilities

• 2-5 years of litigation legal secretary experience.

• Excellent verbal and written communication skills.

• Proficient in Microsoft Office Suite or related software.

• Strong organizational and communication skills; Possess excellent verbal and written skills.

• Detail-oriented and highly focused.

• Capable of handling multiple responsibilities.

• Ability to work well in a team-oriented environment.

Education and Experience Requirements

• Associate’s degree required, Bachelor’s degree preferred.

• Minimum of one to two years of administrative assistant experience or other relevant work

experience required.

Physical Demands and Conditions Requirements

• General office environment, sitting and viewing computer monitors for extended periods

Hours and Locations of Work

• Providence, RI, on-site. This is not a remote or hybrid position.

• Monday through Friday, 8:30 am-5 pm, 37.5 hours per week.