Legal Support Assistant

Frost Brown Todd LLP, a national law firm of 1000+ legal and business professionals in eighteen markets, is currently seeking a Legal Support Assistant to join our firm. The Legal Support Assistant will handle both office assistant/receptionist responsibilities as well as legal practice assistant responsibilities. This position will assist with general office tasks as outlined below under the direction of the Regional Office Manager and Charleston Office Coordinator/Legal Practice Assistant in an effort to provide quality and timely legal services to the firm's clients.  

Key Responsibilities:

• Assemble files and file information utilizing alphabetical, numerical and other filing guidelines.
• Maintain the client/firm files in the designated file area and keep the filing area neat in appearance.
• Coordinate the transfer of files with outside record storage facilities and record maintenance of off-site files.
• Provide general copying and scanning support as required by attorneys and business professionals. Lift copy paper and other supplies. Maintain sufficient paper levels in copiers at all times.
• Receive, sort and distribute all incoming mail. Sort and process all outgoing mail, including overnight packages to each FBT office location via Fed Ex. Maintain sufficient postage.
• Schedule conference rooms electronically using program adopted by the firm.
• Schedule conference rooms and prepare them for client meetings which may include transporting and setting up of audio/visual equipment and/or video conferencing equipment in conference rooms, etc.
• Make deliveries and file legal documents at area courthouses.
• Deliver firm mail to the mailbox daily.
• Remain available during normal business hours to answer client communications and other communications for the attorneys; in the absence of the attorneys, facilitate alternative assistance to clients, where appropriate; and return emails and telephone calls when the attorneys cannot do so on a timely basis. Client contact is generally by email or phone but may be in person.
• Maintain and update the calendars for assigned attorneys including meetings, appointments, due dates, and client-related activities. Enter and coordinate critical client and case dates with docketing system (either firm system or personal “docketing” practices depending on practice area). Stay informed of the status of cases/projects and who is working on them.
• Using the firm’s word processing and document management system, prepare and process correspondence, memoranda and legal documents according to the requirement set by the attorney and the firm. This is usually done from rough draft, machine or digital dictation.  
• Proofread documents, check for appropriate formatting and make non-substantive changes in grammar, punctuation and spelling as needed as well as ensuring that all attachments, exhibits and enclosures are intact.
• Draft basic letters and routine documents. Prepare revisions and redline documents as directed. Coordinate complex document preparation.
• Create and maintain electronic and paper client files and indexes for legal business professional members in office, cubicle or centralized file room. Perform routine filing and retrieve files as needed.

Job Requirements:

• Abilities and skills normally assumed to have been acquired by at least 2 years equivalent legal experience. 
• Abilities, skills and intellectual requirements normally assumed to have been acquired by attending business/technical school.
• Ability to operate office equipment including personal computer, photocopier, scanner and fax machine.
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, staff and vendors to provide information with ordinary courtesy and tact.
• Ability to effectively handle the workload of at least one or more attorneys.
• Ability to cooperate, work and communicate effectively and professionally with Firm clients and Firm personnel at all levels on the telephone, by e-mail as well as in-person.
• Ability to do transcription, with required typing skills of 50+ WPM and active listening skills to comprehend voice dictation files.
• Highly proficient in Microsoft Office software programs.
• Strong grammar, spelling, vocabulary, and language skills are necessary as well an understanding of legal terminology. 
• Ability to frequently draft basic letters and routine documents.
• Ability to answer phone and respond to emails courteously and professionally and transfer calls quickly.  Ability to greet clients in a courteous and professional manner.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical, dental, vision, life, disability, and 401k/profit sharing retirement package.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.