Legal and Administrative Assistant
Job Description
About Us:
We are a dynamic team seeking a highly organized and detail-oriented Legal and Administrative Assistant to join our company. This role involves managing call transcripts, scheduling, client documentation, and invoicing to support legal processes and strategic planning.
Key Responsibilities:
Call Management:
1. Review and clean up call transcripts from Krisp AI, Dialpad AI, and Teams AI.
2. Take detailed notes on call discussions to inform contract drafting, legal arguments, and strategic planning.
Scheduling and Task Management:
1. Assist with calendaring, managing deadlines, and to-do’s using Microsoft Planner, Project, and Outlook Calendar.
Client and Matter Management:
1. Familiarize yourself with clients, topics, and time allocation.
2. Manage client/matter information using Matter 365 and SharePoint.
Timekeeping and Invoicing:
1. Potentially manage timekeeping with Manictime.
2. Handle invoicing and reconcile client costs using QuickBooks, including billable time and expenses.
Document Preparation:
1. Perform advanced mail merges to generate template-based documents (letters, contracts, legal documents).
Skills and Qualifications:
Foundational Skills:
1. Strong organizational and time management skills.
2. Proficiency in Microsoft Office (Outlook, Planner, Project).
3. Basic communication and note-taking skills.
Intermediate Skills:
1. Experience with timekeeping software (Manictime).
2. Familiarity with client/matter management systems (Matter 365, SharePoint).
3. Ability to learn and adapt to new tools and systems.
Advanced Skills:
1. Proficiency in QuickBooks for invoicing and reconciling costs.
2. Strong communication and note-taking skills for client interactions and call transcripts.
3. Ability to manage multiple tasks, deadlines, and clients effectively.
Tools and Software Experience:
1. Krisp AI, Dialpad AI, Teams AI for call management.
2. Microsoft Planner, Project, Outlook for task and calendar management.
3. Manictime for timekeeping.
4. Matter 365 and SharePoint for client/matter management.
5. QuickBooks for billing and invoicing.
6. Advanced mail merge for legal document preparation.