Executive Legal Assistant

SkillsMath/Excel skills, meticulous organizational skills, people skills, basic legal skills and knowledge, event management, website management skills, basic bookkeeping and accounting skills, writing/spelling/grammar skills.DescriptionDocument your time meticulously in 10th of an hour, attributing any work that is case-related to the appropriate case fileOn a weekly basis, perform check-ins with clientsGather reviews from former clients for google and other sites and ensure firm has 5 starsEnsure firm addresses are correct on website, google, etc.Website updates and maintenance-bios, pictures, etc.; addresses on website. Update websitewith news stories and recent filings to the extent necessary. Hold monthly meetings with attorneys on thisMaintain a Google Sheets of settlements in progress and settlement checks and reviewand share on a weekly basisHandle firm business cardsTake notes during Weekly Case review meetings and disseminate a checklist to the team.Calendar deadlines and to-dos for all team members and follow up prior to next case review to help team members accomplish their to-dosCheck each attorneys name on the docket on a weekly basis and send a memo to the firmwith attorney appearances during the upcoming week. You must check all of the jurisdictions in which they have cases.Ensure attorney entry of appearances in every case and that you receive notifications in every caseManage all attorney memberships and Bar admissions and pro hocs, including memberships to organizations like NELA-KC, NELA-NY, NELA National, MATA, AAJKeep a spreadsheet for each attorney to track their continuing legal education (CLE) requirements and send reminders to attorneys of upcoming deadlines.Each Thursday by 3pm, send each attorney a preview of all attorney meetings and events for the following week and if there are events that require your help, ask each attorney for a meeting time figure out what they needSend attorneys reminders by text and phone of upcoming meetings 30 minutes and then 5 minutes before a meeting or eventPut all scheduling orders into My Case and on the calendar; ensure all statutes of limitations are accurate, and settled case deadlines are removed from the calendarInventory office supplies and deal with case files; sell all furniture that the firm is getting rid of and report back to partnersDeal with firm invoices and vendors (including examining invoices and negotiating them)and keep detailed track of all firm expenses in a spreadsheetDeposit firm checks that come to the Kansas City office and send emails with pictures to attorneys and to firm bookkeeper/accountant; keep a firm settlements spreadsheetManage Mail in Kansas City office and coordinate with NYC office to manage mail thereBackup function for client screenings and intakeManage all attorney calendars and schedule meetingsRun report on all staff time weekly and present to partners; be able to run a report that shows how much time is being spent on each case and create graphs of time for each worker.Prepare and triple check all expense reports for cases and generallyAnticipate attorney needs by proactively identifying issues/conflicts and take initiative to offer solutions and pre-empt needsConsult with Firms staff at all levels, verifying completed workSend birthday cards to firm clients and former clientsHelp with event organization and planning for firmAssist KC Lawyers with binders and copying for depositions and hearingsManage scheduling for mediations. Ensure that we know who is coming when they are arriving.Order and bring in food for mediation-snacks as well as lunch. Ensure clients have been connected with and know what is happening prior to mediationsOrganize homecare/childcare/dry cleaning/returns-whatever attorneys personally need for life to be effectiveOrganize travel plans for attorney business and personal travelPerform notary functions for the firmDeliver daily calendar and provide attorneys with reminders prior to meetingsDo basic filings for attorneys at firms: motions for extensions, etc.Maintain a list of cases served and ensure that all cases have been served and maintain such spreadsheet on Google Sheets Review all bills and when appropriate, negotiate with vendors and report back to attorneys.Pay bills and document on master spreadsheetOrder lunches for attorneys on deposition days and ensure everyone is comfortableBe prepared to help with deposition prep on weekend datesGather videos from depositions and ensure that video and transcript are linkedHelp with focus groups and focus group coordinationKeep lists of vendors and work on vendor managementMay Day Event organization-send out invites, call to follow up, be at event and ensure it goes smoothlyKeep track of referral sources and send gifts and cards; create ideas around referral source rewards/eventsReception: greet visitors, take notes in meetings, gather necessary information from clients, make clients comfortable in the officeEvery month, review firm credit cards and make sure all expenses are documentedCreate expense spreadsheet with all case expensesKeeps record of the location and users for all firm technology (laptops, printers, iPads, software subscriptions etc.)Assists lawyers and staff with technology-related issues and ensure we have appropriate tech vendorsHelp with search for new office spaceKeep a list of firm subscriptions and ensure that all are being used and cancel any subscriptions not being usedHelp with focus group organizationDocument and File Management-electronic and paperAll qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Created: 2025-04-27