Legal Administrative Assistant – Business Transactions Team

Patel Law Group has an immediate need for a reliable and organized Legal Administrative Assistant to join its growing business transactions team. Our business transactions team continues to grow and the team is looking for an administrative assistant who wants to contribute to our team and be a critical part of the team’s advancement into a dynamic, successful, profitable, and satisfying place to work. We are committed to the growth, development, and success of our attorneys and staff—we believe that a key part of that commitment is to cultivate and maintain a culture built on transparency and honest communication in the workplace. We foster that culture every day, from 8:30 a.m. to 5:30 p.m. Each transactions team member meets one-on-one with the managing partner and/or supervisor paralegal on a regular and routine basis to reinforce that commitment and to help us learn and grow as leaders, followers, and as a team. We organize and host regular firm-wide events to build on that commitment to work/life balance and a healthy culture across the entire firm: birthday and work anniversary recognition, firm-wide social outings (e.g., Top Golf, Rangers Game, Sidecar Social, Pinstack Bowling, etc.), department lunches and happy hours, and an end of year holiday celebration dinner. In addition, we host a golf tournament every year benefiting a local charity as a way to give back to the community we live, work and play in. While work/life balance is engrained and intertwined with our firm’s culture, the work in the transactions team is challenging and sometimes requires additional effort from our attorneys and staff to match the customary fast-paced flow of cases. We are looking for a candidate who is willing to stick it out alongside our attorneys to provide support throughout these normal ups and downs in the workflow. The ideal candidate possesses strong analytical and organizational skills, works well under pressure, has excellent communication skills, and can work independently on matters related to business and real estate transactions. The candidate will possess at least three years’ experience working in a law firm or a similar position. The Legal Administrative Assistant’s day-to-day responsibilities include:
  • Manage new client take process: draft and send engagement letters, input client information into Clio practice management software, and collect retainers if applicable
  • Maintain and update databases and tracking systems
  • Manage billing and collection process for multiple attorneys: time entry, drafting invoices, collect and apply payments, and answer client billing-related questions, make calls to remind clients, and initiate formal correspondence and demand letter requests
  • Manage transactional team desk phone taking messages when necessary and answering basic client questions
  • Provide real-time scheduling support by booking appointments and preventing conflicts
  • Monitor attorney(s) calendars and schedule teleconferences/meetings between multiple parties
  • Cover front desk/main phone line to relieve office receptionist as needed
  • Scan and organize client documents as requested
  • Assist with the administration and management of workflow
  • Respond to all case-related queries
  • Transmit and obtain documents using eSignature management platforms, i.e., DocuSign
  • Use computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research as needed
  • Greet and assist visitors
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Anticipate the needs of others in order to ensure their seamless and positive experience
  • Handle office tasks, such as filing, generating reports and presentations, setting up for meetings
  • Notarize documents as needed
  • Update job knowledge by participating in educational opportunities; reading professional publications
  • Accomplish organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments; and
  • Complete special projects as assigned by attorneys or paralegal team.
Compensation Commensurate with market depending on experience. Discretionary annual bonus. Benefits Medical, Dental, Vision, 401k, Basic Life and AD&D, Paid Vacation

If interested, please submit your resume to careers@patellegal.com.

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