Administrative Assistant

We are seeking an experienced Legal Administrative Assistant / Legal Secretary to provide comprehensive administrative and clerical support to five attorneys and help maintain efficient office and case management workflows. This is a true secretarial role requiring strong attention to detail, document preparation, file management, billing support, and coordination of daily attorney needs.

Responsibilities

• Answer and route attorney phone calls, take messages, and respond to inquiries as appropriate.

• Prepare, edit, format, blackline, proofread, and finalize legal documents, including agreements and pleadings.

• Prepare Tables of Contents, Tables of Authorities, and legal backs.

• Create and maintain Microsoft Excel spreadsheets.

• Organize and assemble pleadings and exhibits for court filing and service.

• Print, copy, scan, and fax attorney documents and correspondence.

• Prepare and distribute client reports via email or mail.

• Enter attorney time records and generate statistical and financial reports.

• Maintain accurate electronic and paper files.

• Conduct and prepare conflict checks for prospective claims and new matters.

• Prepare expense reports, check requests, and cash advance forms.

• Coordinate technology/equipment requests, deliveries, and pickups.

• Prepare conflict/search memoranda and coordinate new matter and file numbers.

• Make travel arrangements, prepare travel authorizations, and coordinate related communications.

• Arrange car services for attorneys, clients, and visitors.

• Prepare and distribute benefit-day memoranda.

• Search internal relationship databases to identify relevant client and matter relationships.

• Maintain organized files and pending-item folders for follow-up.

• Provide reception coverage during absences and daily breaks.

• Collaborate with Accounting regarding billing matters.

• Maintain strong working relationships with attorneys and other departments.

Qualifications

• Previous experience in a legal secretarial or legal administrative support role.

• Strong proficiency in Microsoft Word, Excel, and Outlook.

• Experience with iManage FileSite / document management systems.

• Familiarity with Elite, WebView Time Entry, and time-management software.

• Strong document formatting, proofreading, and organizational skills.

• Ability to manage multiple priorities and deadlines while supporting several attorneys.

• Excellent communication skills and strong attention to detail.

• Ability to work effectively both independently and collaboratively.

Synectics is a leading staffing and workforce solutions company dedicated to connecting exceptional talent with top organizations. We specialize in IT, engineering, finance, healthcare, and professional services recruitment, offering both contract and permanent staffing solutions. With a people-first approach, we focus on understanding the unique needs of our clients and candidates to create long-term, successful matches. Our mission is to empower businesses with the right talent while helping professionals achieve rewarding career opportunities