Legal Executive Assistant

General Description: Zuckerman Spaeder LLP, a premier litigation boutique law firm with offices in Washington, DC, Baltimore, MD, New York, NY and Tampa, FL is seeking a highly skilled and professional Legal Executive Assistant to support our Chairperson and a few partners at our Washington, DC office. 

The Legal Executive Assistant will play a critical role by providing high-level administrative support, maintaining strict confidentiality, and assisting in managing day-to-day responsibilities. This role will involve a diverse range of tasks that require discretion, exceptional organizational skills, and the ability to prioritize effectively in a demanding legal setting. This position requires a high level of professionalism and the ability to communicate effectively with clients and internal contacts while maintaining a focus on service excellence.

For candidates meeting the requirements, the expected base salary is $80,000 to $90,000. The range provided is the salary that Zuckerman Spaeder LLP in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate experience, qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.  

• Provide comprehensive administrative support to the Firm Chair and other attorneys, including calendar management, appointment scheduling, and meeting coordination.
• Act as a liaison, coordinating communication between internal contacts, clients, and external parties.
• Serve as the primary point of contact for clients, handling inquiries and maintaining strong professional relationships. Schedule meetings and communicate effectively with clients.
• Manage complex schedules and travel arrangements for attorneys, including booking flights, hotels, and transportation as needed for client meetings, depositions, hearings, etc.
• Assist in preparing, formatting, and proofreading legal documents, correspondence, and reports. Ensure proper filing and organization of confidential legal documents, both digital and physical.
• Prepare   and manage the filing of legal documents with federal, state, and local courts. Ensure that deadlines are met, and docketing is accurate. Maintain and update case files, including document management system (DMS). 
• Assist attorneys with timekeeping and billing tasks, including entering billable hours into the firm’s billing system, preparing invoices, and processing expense reimbursements.
• Help manage case deadlines, document filing, and organizing case materials to ensure attorneys are fully prepared for hearings, trials, or client meetings.
• Organize and coordinate internal and external meetings, conferences, and events, including preparation of agendas and meeting materials.
• Handle sensitive information with discretion, maintaining strict confidentiality in all matters.
• Assist with office management duties, including serving as backup at the reception desk and supporting firm attorneys as needed.
• Prioritize a constantly changing workload with inflexible deadlines.
• Perform additional administrative tasks and assist with other duties as required to support the firm’s operations.
• Carry out responsibilities with professionalism, respect for others, in accordance with firm policies and applicable laws.
• Other duties as assigned.

Supervisory Responsibilities: This job does not have direct supervisory responsibilities.  

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Education and/or Experience:

Bachelor’s degree or equivalent experience.

Proven experience (3+ years) as a Legal Executive Assistant, Administrative Assistant, or Legal Assistant, ideally within a law firm or legal environment.

Strong knowledge of legal terminology, processes, and documentation.

Exceptional organizational and time management skills, with the ability to prioritize multiple tasks effectively.

Highly organized, proactive, and detail-oriented, with the ability to manage competing tasks in a dynamic, fast-paced legal   environment.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal management software (e.g., 3E, LexisNexis, etc.).

Excellent written and verbal communication skills, with a keen attention to detail.

Discreet, reserved, and capable of maintaining a high level of professionalism and confidentiality.

Exceptional interpersonal skills, with the ability to build relationships with clients, attorneys, and staff.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. 

Teleworking Policy: The firm participates in a 3/2 hybrid work schedule. The candidate will be required to work in the office at least 3 days a week with additional days in the office as needed.