Legal Administrative Assistant

Williams Mullen is seeking a full-time, non-exempt legal administrative assistant with 3-5 years of experience to provide support for attorneys in our fast paced, dynamic practice in our Norfolk, VA office (this position will be relocating to VA Beach in July of 2025).  This position supports attorneys in our Finance & Real Estate section.  Ideal candidate will have excellent administrative and legal skills, be professional, well organized, detail-oriented, a self-starter, have excellent oral and written communications skills and be able to prioritize assignments.  A "think outside of the box" personality with great technical skills and proficiency with Microsoft.  Knowledge regarding e-billing and the ability to interpret client billing guidelines and e-billing requirements is a plus. Responsibilities are supervised; however, duties require independent judgment, knowledge, and proficiency in performing legal administrative practices and procedures. 
 
Job Description

• Prepares and proofreads complex correspondence and legal documents in an accurate and timely manner. Documents can include handwritten drafts, rough notes or dictated text from attorneys and paralegals.
• Organizes and maintains hard copy or electronic correspondence, legal documents, and computer-based calendars.
• Answers the telephone and records and delivers messages promptly. Displays professional courtesy in answering telephones.
• Arranges appointments, notifies clients and others of appointments. Coordinates meeting arrangements, including catering and scheduling of conference rooms.
• Makes arrangements for and performs various support services as needed, including hand deliveries, requests for copy/duplicating services and travel arrangements. Coordinates courthouse filings.
• Types and submits attorney time sheets to Accounting in compliance with firm deadlines and procedures. Verifies related client/matter numbers and practice codes.
• Maintains client and firm files in accordance with Records Department procedures, such as routine billing records and account reconciliations.
• Prepares client bill drafts, final bills, and cover letters.
• Prepares forms for expense reports, check requests and other financial-related documents.
• Reviews and routes incoming mail.
• Assists with collecting information needed for reports or special projects.
• Provide support as needed for department.

Requirements

• Two-year college degree or equivalent
• Strong knowledge of Microsoft Suite (Word, Excel, PPT, etc),
• iManage/FileSite or comparable document sharing software
• InTapp and Chrome Experience preferred
• Aderant, Elite or other timekeeping/billing software
• Excellent verbal and written communication skills

Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associate 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.