Executive Admin Assistant

Title: Executive Administrative Assistant

FLSA: Non-Exempt

Reports To: Attorney(s)

JOB SUMMARY:

Mid-sized professional and general liability defense firm with a state-wide presence has an open Executive Administrative Assistant position in the Cleveland office. The successful candidate will have three to five years of meaningful legal experience and will be responsible for providing legal support for attorney(s) which includes transcription, dictation, production of letters and court documents, coordination of  mailings and performing scheduling.

ESSENTIAL FUNCTIONS:

1. Transcribes dictation.

2. Handles administrative duties such as copying, filing, mail, travel arrangements, etc.

3. Schedules all depositions and hearings.

4. Drafts confirmation letters for signature by attorney(s) for meetings, telephone conferences, depositions, etc.

5. Inputs billable time into firm’s accounting system for attorney(s).

6. Maintains attorney(s) calendar.

7. Performs scheduling.

8. Processes new files from clients.

9. Processes dismissed/settled files.

10. Processes vendor invoices.

11. Processes expense forms.

12. Performs court filings, docket checks, obtains probate court files, etc.

13. Processes notices of deposition.

14. Assists in the preparation for trial (exhibits, scheduling testimony, etc).

15. Assist with special projects when required.

QUALIFICATIONS:

1. Legal Knowledge: A deep understanding of legal terminology, procedures, defense law (preferred). 

2. Research Skills: Proficiency in legal research using online databases and other resources. 

3. Organizational Skills: Ability to manage multiple cases, deadlines, and administrative tasks efficiently. 

4. Computer Skills: Proficiency in using legal software, document management systems, and other relevant technologies. 

5. Attention to Detail: Ability to accurately draft documents, manage case files, and ensure compliance with legal procedures. 

6. Ethical Conduct: Commitment to maintaining client confidentiality and upholding the integrity of the legal profession. 

7. Teamwork & Collaboration: Ability to work effectively with attorneys and other team members. 

8. Time Management: Ability to prioritize tasks, meet deadlines, and manage time effectively. 

EDUCATION AND CERTIFICATIONS:

1. Associate or bachelor's degree in paralegal studies or a related field (legal studies or criminology) preferred. 

2. Certificate Programs:  Completion of a paralegal certificate program. 

3. On-the-Job Training: Extensive experience in a legal setting with a solid understanding of legal principles and procedures

4. Voluntary Certifications: Certifications from organizations such as the National Association of Legal Assistants (NALA) or the National Federation of Paralegal Associations (NFPA).