Legal Secretary Job at Outside Chief Legal LLC in Mobile

Are you an experienced legal assistant with a vibrant personality looking to bring your skills to a modern law firm that values creativity, teamwork, and helping others? Are organizational skills and getting things done the right way your superpowers? We're on the hunt for a dynamic Experienced Legal Assistant who can help our busy attorneys and paralegals assist in protecting and promoting clients and their businesses. We develop long-term relationships with clients, who come back to us repeatedly. Why? Quite a few reasons, actually. However, our team and culture separate us from other law firms.

You will be responsible for supporting attorneys, keeping things organized, drafting and proofreading documents, managing deadlines, and interacting with clients on the phone and via email. We prefer someone with experience in a law firm. You will work with attorneys in our litigation and our corporate practices. Experience in only one of those areas will NOT disqualify you. You will also assist with preparing legal documents and contracts, and perform other tasks as needed to ensure our firm is operating efficiently and at the high standard we’ve set for ourselves and the team.

This position requires keen attention to detail and a dedication to delivering high-quality work. You will thrive in a supportive team environment where collaboration and guidance are essential. Our management team is committed to providing full support and encouragement. Professional growth and advancement is available to those interested and willing.

Characteristics:

• A positive, enthusiastic team-player attitude
• Organized, accurate, and detail-oriented to keep track of key dates, avoid costly mistakes, keep the right people informed, and prioritize your time so that we never miss a deadline
• Stellar organization skills to keep track of files, dates, and client information
• Time-management skills are essential to ensure the firm is operating efficiently

$30,000 - $45,000+ based on experience & benefits

• Schedule meetings, travel arrangements, and appointments for the team, such as depositions, and coordinate with outside vendors for events
• Coordinate office communications and administrative activities such as answering phones, sorting mail, creating and scanning copies, replying to emails, and reminding the team of approaching deadlines
• Precisely record attorney time into the computer system
• Organize case and business files to ensure attorneys readily have the information they need
• Draft initial client bills for attorney approval utilizing daily time records and the accounting department's assistance, and send approved bills to clients

• Document Preparation: Collaborate with attorneys and paralegals to draft and proofread a variety of legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs.
• Research Support: Conduct legal research as needed, with guidance from attorneys and paralegals.
• Administrative Duties: Handle various tasks to ensure the firm runs smoothly, such as arranging travel, scheduling meetings and appointments, and coordinating with outside vendors for events.
• Client Interaction: Build and maintain relationships with clients and other parties through phone, email, and in-person communication.
• Task Management: Manage priorities, task lists, and schedules for attorneys to meet client, court, and management objectives.
• System Maintenance: Keep case management, relationship management, and document management systems up-to-date.
• Calendar Coordination: Schedule appointments, post tasks, and manage deadlines to ensure the firm's and team’s calendars are organized efficiently.
• Court Liaison: Communicate with courts and others regarding hearings and meetings, serving as the primary contact for scheduling issues.
• Document Finalization: Prepare and send legal documents and correspondence as directed by attorneys, ensuring they are ready for delivery to courts, clients, co-counsel, and opposing counsel.
• Meeting Preparation: Ensure attorneys have all necessary materials for meetings and court appearances.
• File Management: Organize, Maintain, and Close files at the conclusion of cases.
• Be willing to take on any other necessary administrative tasks to help the firm run smoothly.
• Process client billing properly using daily time records with help from the accounting department.
• Listen attentively and empathetically to address inquiries and concerns effectively.
• Collaborate smoothly with team members and maintain a strong focus on customer service.
• Pay meticulous attention to detail, ensuring consistently accurate work.
• Adapt to changes in work responsibilities with ample time for learning and practice.
• Make decisions in collaboration with the team and supervisors, particularly when under time constraints or facing evolving situations.
• Provide administrative support and manage tasks efficiently to ensure the smooth operation of the law firm.

• We prefer applicants who have an associate’s degree or some college; high school diploma or equivalent GED required
• Prior experience in a law firm environment as a legal assistant
• Familiarity with Microsoft Office programs and popular apps (Google Calendar, Outlook, etc) is essential along with basic computer skills
• Ability to use law management software to process legal documents, conduct research, and manage the law firm's administrative operations
• Candidates should possess high-level organizational skills and time-management skills

• Minimum 2 years of law firm experience required).
• High School Diploma or Equivalent required).
• Proficient with MS Office.
• Experience with legal software, litigation management, and docketing programs. 
• Ability to prioritize tasks with demanding deadlines in a fast-paced environment. 
• Strong organization and communication skills. 
• Strong interpersonal skills with a genuine enthusiasm for interacting with people.
• Excellent customer service skills, consistently going the extra mile to help others.
• A collaborative mindset with the ability to work well within a team.
• High attention to detail and a commitment to delivering top-quality work.
• Comfort working under close supervision in a stable and secure team environment.
• Flexibility to adapt to changes in work structure and responsibilities.
• Ability to make decisions in consultation with the team and supervisors when under pressure.

Outside Chief Legal LLC (OCL) is the newest brand of partner operative. OCL provides preventive, solution-oriented legal services combined with business acumen aimed to support overall strategies and missions for companies not having legal counsel in either a General Counsel (GC) or Chief Legal Officer (CLO) format. These growing organizations are typically family-run, limited liability companies, and smaller organizations that also seek c-suite legal protection combined with creative and pragmatic solutions to bottom-line challenges and the opportunities they may create. OCL also provides outside counsel, expertise, and support to in-house counsel and legal departments. We serve as strategic business partners merging legal and business strategies to offer innovative business solutions with the best interests of the business and its owners always our objective.