Onsite - Richmond, Virginia Office
Legal & Administrative Assistant
Williams Mullen is seeking a Legal Administrative Assistant with 3-5 years of experience to support attorneys in the Richmond office.
Key responsibilities include preparing and filing legal documents, such as real estate agreements and closing binders, managing transaction timelines, maintaining client and transaction databases, and assisting with financial record-keeping.
This role requires strong organizational, multitasking, and communication skills, along with proficiency in administrative software and a solid understanding of the real estate and finance industries.
A think outside of the box personality with great technical skills and proficiency in using Microsoft Word, Excel, PowerPoint, Aderant, and Outlook is essential.
Job Description: Legal Administrative Assistant - Finance & Real Estate
Primary Responsibilities:
- Scheduling client meetings, managing calendars for important dates, court notices, and deadlines
- Expense management, mail scanning, and other internal processes
- Editing estate planning documents (entering attorney changes, typing revisions, checking spacing and formatting)
- Coordinating executed estate planning documents to be sent to clients
- Organizing and safely handling client personal documents, financial asset information, and originals
- Attending client signings and meetings
- Heavy calendar management (scheduling meetings, deadlines, etc.)
- Scanning, copying, and filing legal documents
- Opening new client matters and requesting conflict of interest checks
- Generating new files and maintaining client and general files, ensuring filing is current
- Preparing files to be closed using proper records storage procedures
- Conducting periodic reviews of inactive files for storage
- Maintaining an up-to-date listing of client/matter names and numbers for each attorney
- Making travel arrangements, preparing itineraries, and compiling documents for travel-related meetings
- Maintaining knowledge of firm operating procedures, departments, and support areas
- Preparing and processing client billing using firm billing software (Aderant)
- Reviewing, editing, preparing, and proofreading prebills and invoices to ensure accuracy and timely delivery
- Proficient in MS Word and able to work with complex, heavily coded documents and produce documents from transcription
- Familiarity with electronic court filing procedures is an asset
- Ability to compile and analyze data, and furnish information in reports, written correspondence, email, or verbally
- Demonstrating analytical and technical skills, with an aptitude for detail, precision, and logic to perform essential administrative functions and utilize firm software
Requirements:
- Two-year college degree or equivalent
- Strong knowledge of Microsoft Suite (Word, Excel, etc.)
- Experience with iManage/FileSite or comparable document sharing software
- Excellent verbal and written communication skills
- Experience with i-Intapp, Chrome River, and Aderant is a plus
This position is 100% in-office.
All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associated with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition (including pregnancy and childbirth), disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation, or veteran's status.
Working hours are from 8:30 am to 5:00 pm (Monday-Friday), with a 1-hour lunch.
