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Legal Administrative Assistant

Job Description

Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia that represents clients in litigation and arbitration, regulatory and policy, intellectual property, and transactional and corporate matters. The firm is internationally recognized for its representation of Fortune 500 companies in high-stakes litigation and government-facing matters, as well as its ongoing commitment to pro bono service and diversity, equity, and inclusion.

Job Summary

The Legal Administrative Assistant is accountable for providing entry-level administrative support and customer service to attorneys, Legal Secretaries and assigned practice groups in order to meet critical deadlines within established guidelines.

Job Responsibilities

  • Greets callers and provides assistance as needed.
  • Receives and screens telephone calls in a manner consistent with office policy and attorney preference. Provides telephone assistance and replies to incoming requests through a team d-list.
  • Inputs, edits, and finalizes attorney time into timekeeping system.
  • Prepares travel and expense reimbursements for submission to Accounting Department.  Returns all original receipts to requestor.
  • Prepares check requests and processes vendor invoices.
  • Prepares New Client/New Matter forms.
  • Performs billing edits.
  • Inputs and updates business contacts in Outlook and firm database.
  • Assists with print, scan and copy jobs as assigned.
  • Creates and assembles binders, including creating table of contents.
  • Performs mail merge and coordinates large client mailings and distributions. 
  • Transcribes audio tapes and/or digital files.
  • Proofreads documents to ensure accuracy of copy, grammar, punctuation, and correct formatting. Arranges for return of work to requestor.
  • Coordinates travel arrangements by securing air, hotel and car reservations for attorneys as assigned.
  • Coordinates conferences, meetings, appointments, and preparation of materials.
  • Enters visitor names into Office Pass Visitor Management System.
  • Attends practice group meetings, takes minutes, and prepares weekly utilization reports
  • Assists with practice group events. Books conference rooms, creates name tags, prepares signage, and assists with escorting guests to conference room.
  • Maintains electronic filing systems in compliance with firm guidelines and office policy to ensure accurate and efficient retrieval of data.
  • Coordinates projects with secretaries, service departments, and outside vendors, as appropriate.
  • Performs other duties as assigned by management.

Qualifications

Knowledge, Skills and Abilities

  • Demonstrates basic knowledge of MS suite applications such as Word, Excel, PowerPoint and Outlook.
  • Knowledge of 3E, InTapp, Interaction, ChromeRiver and Adobe a plus.
  • Ability to exercise sound judgment and discretion as well as perform routine and non-routine tasks with care, attention to detail, and efficiency.
  • Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload.  
  • Ability to communicate clearly and effectively, both orally and in writing with attorneys, staff, vendors, and external contacts.
  • Must possess a thorough command of the English language, including excellent spelling, grammar and punctuation. 
  • Ability to provide quality client service to both internal and external contacts, regarding non-legal matters of a routine nature.
  • Must possess the interpersonal skills necessary to communicate information with tact and courtesy as well as follow instructions effectively from a diverse group of clients, attorneys and staff.
  • Ability to accurately type a minimum of 50 words per minute.
  • Basic knowledge of standard office equipment including copy, fax and scanning machines.
  • Ability to work overtime hours as requested.
  • Ability to safely lift, move and carry items without assistance, weighing up to 25 lbs.

Education

The position requires a High School Diploma or GED.  AA/BA/BS degree or equivalent specialized training a plus.

Experience

The position requires a minimum of one (1) year of office experience.  Legal administrative experience a plus.

Additional Information

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package. Our benefits include healthcare, vision, dental, retirement, and all-purpose leave and progressive options such as back up childcare, wellness programs, cultural events and social activities. We take great pride in our positive, friendly culture that rewards hard work and success, at the same time recognizing the importance of family and community service.

Our Firm is committed to fair and equitable compensation practice in accordance with applicable laws. The salary range for this position is $50,900-$66,780. Additional compensation may include a discretionary bonus. The salary for this position may vary based on location, market data, an applicant’s skills and prior experience, certain degrees and certifications, and other factors.

EOE m/f/d/v
Crowell & Moring LLP participates in the E-Verify program.

Average salary estimate

$58840 / YEARLY (est.)
min
max
$50900K
$66780K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Legal Administrative Assistant, Crowell & Moring

Are you ready to embark on an exciting career with Crowell & Moring LLP as a Legal Administrative Assistant? Located in the vibrant heart of Washington, DC, this international law firm is known for its commitment to excellence and diversity. In this role, you'll provide essential administrative support to a team of talented attorneys, ensuring that they can meet crucial deadlines within the fast-paced legal environment. Your day-to-day responsibilities will include greeting callers, screening phone inquiries, managing attorney schedules, and processing important financial documents such as expense reimbursements and vendor invoices. You'll also help prepare client materials, take meeting minutes, and assist with travel arrangements. A keen eye for detail is crucial, as you'll proofread important documents and ensure that our filing systems stay organized and efficient. With growth opportunities and a supportive team culture, Crowell & Moring LLP is dedicated to fostering a positive work environment where hard work is recognized. If you're an enthusiastic team player with strong communication skills and a passion for providing exemplary client service, we'd love to hear from you!

Frequently Asked Questions (FAQs) for Legal Administrative Assistant Role at Crowell & Moring
What are the responsibilities of a Legal Administrative Assistant at Crowell & Moring LLP?

As a Legal Administrative Assistant at Crowell & Moring LLP, your responsibilities will include providing administrative support to attorneys and practice groups, managing phone communications, preparing expense reimbursements, coordinating travel arrangements, and assisting with billing processes. You'll also be involved in preparing client documents and maintaining efficient filing systems, all while exercising strong judgment and attention to detail.

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What qualifications are needed to apply for the Legal Administrative Assistant position at Crowell & Moring LLP?

To become a Legal Administrative Assistant at Crowell & Moring LLP, candidates should possess a High School Diploma or GED, with additional education in the form of an AA/BA/BS degree being a plus. A minimum of one year of office experience is required, and having legal administrative experience will give you an edge. Proficiency in MS Office applications and strong communication skills are essential for success in this role.

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How does Crowell & Moring LLP support its employees in terms of benefits for Legal Administrative Assistants?

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package for Legal Administrative Assistants. This includes healthcare, vision, and dental coverage, along with retirement plans, all-purpose leave, wellness programs, and even backup childcare options. The firm takes pride in supporting its employees' well-being and promotes a positive and friendly work culture.

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What skills are beneficial for Legal Administrative Assistants working at Crowell & Moring LLP?

Successful Legal Administrative Assistants at Crowell & Moring LLP should possess strong organizational skills, attention to detail, and the ability to excel under pressure. Proficiency in MS Suite applications is critical, combined with excellent communication skills. You'll need to be adaptable to changing priorities and skilled in providing top-tier client service both internally and externally.

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Is prior legal experience necessary for the Legal Administrative Assistant role at Crowell & Moring LLP?

While prior legal experience is certainly a plus, it is not strictly necessary for the Legal Administrative Assistant position at Crowell & Moring LLP. Candidates with a year of office experience, strong organizational skills, and a positive attitude are encouraged to apply, as the firm is dedicated to training and supporting new team members in developing their careers.

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Common Interview Questions for Legal Administrative Assistant
Can you describe your experience with administrative tasks as a Legal Administrative Assistant?

In your response, try to highlight specific administrative tasks you've handled in previous roles, such as managing calendars, phone communications, or document management. Be sure to mention any relevant tools or software you’ve used and how your experience has shaped your organizational skills.

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How do you prioritize tasks when multiple deadlines are approaching?

Explain your method for prioritization, such as using a task management system, creating lists, or assessing the urgency of tasks. It could be helpful to provide a specific example illustrating how you successfully managed competing deadlines in the past.

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What do you think is the most important skill for a Legal Administrative Assistant?

Discuss the importance of communication and organizational skills. You might describe how these skills influence your daily responsibilities and how they contribute to the overall efficiency of the legal team you support.

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How do you handle difficult clients or situations?

Describe a specific scenario where you encountered a difficult client or situation. Focus on your conflict resolution techniques, maintaining professionalism, and finding a solution that benefits both the client and the firm.

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How familiar are you with legal terminology and processes?

If you have experience with legal terminology, share specific examples. If you're new to the field, express your willingness to learn and adapt quickly, citing any related experience you have in customer service or office environments.

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Describe a time when you improved a process or system in your past roles.

Use this opportunity to showcase your problem-solving skills. Share an example of a process improvement you implemented, what challenges you faced, and the positive outcomes that resulted from your initiative.

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What software programs are you comfortable using as a Legal Administrative Assistant?

Identify the software programs you're familiar with, such as Microsoft Suite, legal management software, or document management systems. If you have experience with tools specific to Crowell & Moring LLP, be sure to mention that.

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How do you ensure confidentiality in your work?

Discuss the importance of confidentiality in a legal setting and outline practices you follow to maintain client privacy, such as secure document handling, restricted access, and compliance with firm policies.

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What interests you about working at Crowell & Moring LLP?

Express your enthusiasm for Crowell & Moring LLP's reputation in the legal field, its commitment to diversity and inclusion, or particular aspects of the firm's culture that resonate with you. Tailor your answer to show that you've done your research about the firm.

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How do you handle repetitive tasks while maintaining attention to detail?

Illustrate your approach to maintaining focus and accuracy during repetitive tasks. Share techniques you use to stay engaged and ensure the quality of your work, reflecting your commitment to excellence as a Legal Administrative Assistant.

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Founded in 1979, Crowell & Moring is an international law firm that represents clients in litigation and arbitration, regulatory, and transactional matters. The company is headquartered in Washington, District of Columbia.

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Full-time, on-site
DATE POSTED
January 1, 2025

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