Legal Support Specialist (Administrative Assistant / Legal Secretary) Job at Gil

Position Summary:

We are seeking an organized and proactive Legal Support Specialist to join our team.  The successful candidate will provide administrative support to assigned attorneys while maintaining a high degree of accuracy and timely results.

Duties & Responsibilities:

• Provides high-level administrative support to assigned attorneys, including managing busy calendars, scheduling meetings, and coordinating all meeting logistics.
• Prepares, formats, and edits legal documents, correspondence, reports, or other practice specific documents upon request of assigned attorneys.
• Organizes and maintains up-to-date client or case information, databases, and legal files.
• Assists attorneys with the client billing process by preparing engagement letters, submitting conflicts checks, opening new matters, and reviewing client invoices.
• Coordinates with travel agency to book domestic or international travel arrangements, accommodations for assigned attorneys.
• Processes and reconciles expense reports in a timely and proficient manner.
• Collaborates and works with Administrative Support Coordinators, Paralegals, and other legal support.
• Understands firm available resources and leverage most effective resource for desired results.
• Assists with overflow work and other special projects as assigned.

Skills & Competencies:

• High level of accuracy and attention to detail required along with outstanding organizational skills and the ability to manage time effectively.
• Excellent interpersonal, communication and customer service skills, and the ability to collaborate well in a team environment.
• Must be able to take initiative and be pro-active to assist attorneys and anticipate needs, including ability to resolve scheduling conflicts.   
• Recognize confidential, sensitive, and proprietary information and maintain such information as confidential and with discretion.
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Qualifications & Experience:

• Minimum 3-5 years of prior experience as a legal assistant or similar role in a professional office environment or law firm.
• Bachelor’s Degree or equivalent experience in a related field. 
• Flexibility to work overtime as needed.
• Must be proficient in Microsoft Office Suite (e.g., Word, Excel, Outlook) and possess prior document management system experience.