Law Firm Administrative Assistant Duties
The duties and responsibilities of a law firm administrative assistant can be as varied as the names for the position. Law clerks, secretaries, coordinators and paralegals (to name a few) all refer to the role as their own and even perform many of the same tasks. However, these days, legal firms are using administrative assistants on a much broader scale than they once did.
In addition to supporting administrative and clerical efforts, administrative assistants are being relied on more than ever to help coordinate firm projects by managing schedules, being the primary point of client contact and overseeing document management.
Client correspondence and communications is essential. Administrative assistants may be tasked with managing and replying to communications from clients, partners and the court. Sometimes, contact with financial institutions and personnel at local levels of government will also be required. For all of the legal professionals that administrative assistants are relied on for their support , they are often the first line of contact for the majority of individuals engaging the services of a law firm.
Document management is one of the most key responsibilities of administrative assistants in law firms. Administrative assistants oversee incoming and outgoing filings, payment notices, legal documents and correspondence. All documentation must be appropriately handled, filed and stored for record-keeping purposes and to prevent the misplacement or inappropriate handling of confidential information.
Of course, not all of the communication and documentation that administrative assistants are responsible for is externally related. Legal professionals will rely on administrative assistants for internal correspondence and documentation. As the support system of a legal firm, administrative assistants may be called upon to book travel, manage busy calendars and appointments, copy and mail important documents, as well as a variety of other valuable tasks necessary for an efficient workflow at a legal office.
Required Qualifications
With such a demanding role to fulfill, it is obvious that an administrative assistant in a law firm requires a great deal of professional expertise. It requires possessing a vast amount of information, being able to juggle numerous responsibilities all at once, and doing so under pressure. The skills required for success are many. Perhaps the most important is organizational ability. A law firm administrative assistant must be organized and flexible to accommodate the many hats he or she has to wear. Equally important is attention to detail. Since an administrative assistant can be privy to the answers to so many questions—a client’s legal situation, the status of a case, a colleague’s upcoming trial, etc.—it is critical that he or she "dot the legal I’s and cross the legal T’s." Legal knowledge is another requirement. Even if the administrative assistant does not have a law degree, he or she should possess knowledge of common legal terminology as well as the rules of civil procedure and court regulations. Understandably, this level of legal familiarity will vary from one law firm to the next and in some cases will even depend on the specific department within a law firm that the administrative assistant works in, such as litigation, bankruptcy, or business law. An attorney may have an associate who does the bulk of his or her legal research, but a successful administrative assistant should be able to put together a decent pre-research frame for the associate. While we’ve already seen what the attributes of a good law firm administrative assistant are, the hiring of such requires identifying an applicant with those very skills. And while this is no easy feat, it is by no means impossible. In addition to utilizing personal networks, firms can increase the likelihood of finding the ideal candidate by purchasing relevant resume-searching software to fit their needs, contacting search or placement agencies, and by seeking out people in law school since students often have administrative backgrounds or experience working in positions that provide them with the knowledge and know-how for this type of position.
Impact on Law Firm Productivity
Effective law firm administrators and legal assistants are often the most dedicated and loyal people in the organization and elite administrative assistant, paralegals and legal secretaries are highly valued by senior partners and managers to help manage a substantial portion of the firm operations. They are instrumental in improving the effective use of the time of attorneys and other professionals within the firm. They help organize travel, coordinate events, and schedule meetings. They respond to clients and potential new clients and ensure administration is being handled in a highly efficient manner. These contributions result in more productive work day, higher quality of work, and more satisfied clients. The key is that the administrative or legal assistant must be highly knowledgeable, skilled and capable of doing this work.
Administrative Assistant Hurdles
Administrative assistants in law firms often face high-pressure situations where they must meet tight deadlines and manage a heavy workload. The demands of a busy law firm require that administrative assistants be able to think on their feet and adapt to changing circumstances. In addition to managing the needs of their attorneys, administrative assistants must also deal with clients and other personnel in the law firm.
One of the major challenges faced by administrative assistants is the handling of confidential information. Administrative assistants are often at the front lines of a law firm, and are responsible for managing and distributing legal documents and off-site materials and equipment. Confidential client information must be handled with care to ensure that it remains protected. Furthermore, administrative assistants must have access to and be knowledgeable of general office functions such as facilities , marketing resources, and billing and collections. It is essential that administrative assistants have a clear understanding of conflicts of interest, confidentiality, client-related procedures, and security requirements within the law firm.
Another challenge faced by administrative assistants in a law firm is adapting to technology changes. Law firms have rapidly adopted new technology to improve communication and enhance organizational systems. Electronic billing, document management and storage, client databases, and chat rooms all require that administrative assistants be well-versed in different software programs and online resources. Administrative assistants must be able to efficiently search and find information in various databases and conduct billing and financial tasks related to the attorneys they work for. The need to stay abreast of developing technologies requires significant training for administrative assistants.
Administrative Assistant Career Growth
Some administrative assistants see the opportunity to forge a long-term career in a law firm. Those who end up staying with firms for the long haul typically look for opportunities to leverage their experience into one of two key roles: paralegal and/or office manager. Both positions have strong, secure career paths, because they’re constantly in high demand at law firms.
Paralegals, or legal assistants, assist attorneys by doing substantive legal work that is traditionally done by lawyers. Paralegals draft vocabulary-heavy pleadings, prepare disclosure and discovery documents, help prepare witnesses for depositions or trials, conduct legal research and draft memoranda applying the law to the facts of the case, and draft interrogatories. They work with all involved parties to ensure that information and documentation flows smoothly through the court system, and they maintain all office and case files.
The U.S. Bureau of Labor Statistics projects 7% growth in the job market for paralegals for the period from 2014 to 2024. This is about as fast as the average for all occupations, and all areas of the country will see stable demand for paralegals. Law office clients are increasingly using sophisticated computer software to handle paperwork, and paralegals routinely manage the demands of larger caseloads and increased use of legal services. Most paralegals work full-time in offices, but some work part-time. As of May 2015, the median annual wages paid to paralegals and legal assistants were $49,500.
Many paralegals hold an associate degree in the field or a bachelor’s degree or master’s degree in another field, as well as a paralegal certificate. Some have an associate’s degree in paralegal studies.
A similar career path leads to a position as an office manager. Law firm office managers coordinate and direct the general administrative functions of a law firm, branch office or practice group. Their main goal is to efficiently run the day-to-day operations of the law firm. According to the All Business website, office manager duties can include hiring, organization and planning, decision-making, communication, financial management, policy implementation, office maintenance and support services.
The outlook for office managers is as strong as paralegals, with a projected increase in jobs of 5% in the decade from 2014 to 2024. Most work full time, and many work evenings and weekends. As of May 2015, they earned a median wage of $92,700.
Law Firm Administrative Assistant Hiring
Law firms typically seek administrative assistants who have prior experience in a similar capacity, though applicants who have specific skills (for instance, writing) or have experience in a particular industry may be considered even if they lack specific prior experience in the legal industry. A bachelor’s degree is often required but not always, as many law firms consider work experience a satisfactory substitute for an advanced degree. Specialized skills such as knowledge of a practice area, knowledge of a foreign language, and proficiency with certain software programs may also be helpful in securing a position.
Administrative assistants are usually recruited either through public job postings or through networking and internal hiring . Job postings are most common for lower-level positions and offer a clear application process, while administrative assistants in higher-tier positions are more likely to be recruited internally (successful assistants are among the more heavily promoted individuals in a firm, given their loyalty, thoroughness, and skill). Firms typically do not perform background checks on job applicants at this stage, given the generally low access to sensitive information and the minimal risk of negative impact to the firm from an unsuccessful hire.
The hiring process is often quick and informal, which can cause some competition for positions within a firm. Interviews are primarily designed to gauge the candidate’s demeanor and pleasing personality, and to ensure that he or she possesses sufficient skills to perform the basic functions of the job. Assessments may be given to test computer proficiency (if applicable). An applicant who has impressed the interviewer may be hired the same day.