Legal Receptionist

Job Title: Receptionist/Legal Administrative Assistant Location: Richmond Job Type: Full-Time, Non-Exempt About Us: Whiteford, Taylor & Preston is a law firm focusing on corporate litigation, global and regulatory law for companies in a wide range of industries. With offices in Delaware, Kentucky, Maryland, Washington, and Virginia, our 170 lawyers help our clients grow their businesses in the mid-Atlantic and around the globe. At Whiteford we strive to provide the best in innovative and sophisticated legal services, and seek talented students, attorneys, and staff who share this goal. We also value an inclusive work environment where diverse experiences, perspectives, and ideas are vital to a thriving workforce. Job Summary: The Receptionist/Legal Administrative Assistant, under the supervision of the Office Administrator, serves as the first point of contact for clients, guests, and firm employees, and is also responsible for providing a wide variety of administrative support to assigned attorney(s). This role ensures smooth operations and excellent customer service, maintaining good working relations and fulfilling business needs. The ideal candidate will be organized, professional, and capable of managing multiple tasks with a friendly and efficient demeanor. Key Responsibilities : Receptionist Greet clients and guests in a professional and courteous manner. Answer, screen, and route incoming calls. Respond to general inquiries directing the inquirer to the appropriate personnel. Manage the conference room calendar. Maintain public areas such as reception, conference rooms, lounge, and visiting attorney offices, ensuring that they remain neat and orderly. Assist in coordinating meetings and events as needed. Legal Administrative Assistant Drafting, proofreading, formatting, copying, scanning, and faxing correspondence and legal documents, including contracts and pleadings. Managing both digital and paper calendars, scheduling appointments, and coordinating meetings. Assisting with the maintenance of client contact information. Arranging travel logistics and preparing expense reimbursement requests. Managing both the intake and closure of client files. Maintaining the timely filing of both physical and digital documents to ensure easy identification and retrieval. Acting as point of contact for internal and external clients, answering inquiries, and relaying messages. Assisting with time entry and monthly billing processes. Conducting preliminary legal research as requested. Scheduling court dates and depositions, tracking deadlines and ensuring timely filing of court documents, response deadlines, etc. Creating and maintaining deposition, pleading, closing, transactional binders including associated indices. Assisting in the preparation of and filing legal documents with courts either by hard copy or the court’s e-filing system. Skills and Abilities: Proficiency with legal document management software. Proficiency with legal time and billing and/or case management software. Ability to maintain confidentiality and handle sensitive information. Possess advanced knowledge of and proficiently use Microsoft Word, Excel, Power Point, Portable Document Format (PDF) applications including imaging and scanning functions. Core Competencies Communication Speaks and writes clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, and participates in meetings. Attention to Detail Monitors, proofreads, and takes ownership of work product for accuracy; ability to apply organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently. Technical Skills Ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills. Customer Service Ability to work in collaboration within a group to ensure that internal and external client needs are met; desires to understand concerns and build trust with same. Problem Solving Abilities Ability to troubleshoot issues, anticipate attorney/client needs, and proactively suggest solutions. Time Management Ability to plan and organize day to meet varied requests appropriately considering the priority and deadline of each task. Ethics Ability to always keep client and firm information confidential; understand and implement general rules of ethical behavior applicable to legal personnel. Interpersonal Skills Ability to develop and maintain positive relationships with others working collaboratively to reach a common goal, work well under occasional periods of pressures and short deadlines, and providing information and assistance willingly. Adaptability/Flexibility Ability to change directions quickly as workflow needs change and respond with flexibility to a changing work environment. What We Offer: A competitive salary and benefits package. Opportunities for professional growth and development within a dynamic and supportive environment. A collaborative culture that values innovation, integrity, and inclusivity. We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.