LEGAL ADMINISTRATIVE ASSISTANT - FINANCE AND REAL ESTATE bei Williams Mullen

Legal  Administrative Assistant

Williams Mullen is seeking a Legal Administrative Assistant with 3-5 years of experience to support attorneys in the Richmond office. Key responsibilities include preparing and filing legal documents, such as real estate agreements and closing binders, managing transaction timelines, maintaining client and transaction databases, and assisting with financial record-keeping. This role requires strong organizational, multitasking, and communication skills, along with proficiency in administrative software and a solid understanding of the real estate and finance industries. A "think outside of the box" personality with great technical skills and proficiency using Microsoft Word, Excel, Power Point, Aderant and Outlook is essential.  

Job Description:

Legal Administrative Assistant - Finance & Real Estate

• Primary Responsibilities: Scheduling client meetings, managing calendars for important dates, court notices and deadlines, expense management, mail scanning and other internal processes
• Editing estate planning documents (entering attorney changes, typing revisions, checking spacing and formatting)
• Coordinating executed estate planning documents to be sent to clients
• Organizing and safely-handling client personal documents, financial asset information and originals
• Attend client signings and meetings
• Heavy calendar management (scheduling meetings, deadlines, etc.)
• Scanning, copying, and filing legal documents
• Open new client matters and request conflict of interest checks. Generate new files and maintain client, and general files assuring that filing is kept current. Prepare files to be closed utilizing proper records storage procedures. Conduct periodic review of inactive files for possible storage of files. Maintain up-to-date listing of client/matter names and numbers for each attorney. 
• Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings. Maintain knowledge of Firm operating procedures, departments, and support areas.
• Prepare and process client billing utilizing Firm billing software (Aderant). Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely.
• Computer proficient with experience and working knowledge of MS Word required.
• Ability to work with complex, heavily coded documents and produce documents from transcription is required.
• Familiarity with electronic court filing procedures an asset. Should have ability to compile and analyze data and furnish information in report format, written correspondence, email, or verbally.
• Must have analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize firm software.

Requirements

• Two-year college degree or equivalent
• Strong knowledge of Microsoft Suite (Word, Excel, etc),
• iManage/FileSite or comparable document sharing software
• Excellent verbal and written communication skills
• Intapp, Chrome River and Aderant a plus!
• This position is 100% in-office

All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associated with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition, including pregnancy and childbirth, disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation or Veteran's status.