Legal Administrative Assistant

Overview

Legal Administrative Assistant Jobs in Washington, DC at Covington & Burling LLP

Title: Legal Administrative Assistant

Company: Covington & Burling LLP

Location: Washington, DC

Qualifications:

▪ High School diploma is required.

▪ College degree preferred.

▪ Prior secretarial/administrative work experience essential.

▪ Work arrangement: Hybrid role with 4 days in office required (Monday – Thursday), and 1 day remote (Friday).

▪ Ability to be on-site, physically present in office.

▪ Excellent written and verbal communication skills.

▪ Strong interpersonal and organizational skills.

▪ Exceptional attention to detail and ability to multi-task in a fast-paced environment.

▪ Proven ability to prioritize tasks and manage competing deadlines.

▪ Must be able to handle and maintain confidential information.

▪ Ability to manage workflow and delegate projects as necessary.

▪ Strong critical thinking and analytical skills.

▪ Effective communicator across all levels of staff within the organization.

▪ Ability to work productively and cooperatively with other employees.

▪ Willingness to continually learn new skills as required.

▪ Familiarity with equipment such as computer, duplicating machines, scanners.

▪ Proficiency in systems/software including iManage Work 10, Microsoft 365 (Outlook, Word, Excel,

PowerPoint), Intapp Time, Intapp OPEN, Chrome River

Duties and Responsibilities

:Overview

:▪ Provide detailed and high-level secretarial and administrative support in a Team of 2 or 3 Lega

lAdministrative Assistants (LAAs)

.▪ Coordinate and maintain effective office procedures and efficient workflow; comply with policies and procedures set by the Firm; establish and maintain harmonious working relationships; foster an atmosphere of teamwork and cooperation

.▪ Work effectively with other LAAs within the assigned team; provide occasional coverage t

oother LAAs on the floor when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared workspace and be accessible t

oboth lawyers and other LAAs

.▪ Work closely to mentor, share knowledge, best practices and answer any Firm policy and procedural questions for assigned LAA incumbents. Provide guidance when necessar

yand lead by example

.▪ Schedule client meetings, reserve conference rooms, coordinates audio visual equipment and food needs via CovReservations. Registers Firm guests with Security/Client Services

.▪ Coordinate all aspects of lawyers’ travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel reimbursements in a timely manner; maintain Outlook calendar and monitor crucial due dates for lawyers as required

.▪ Organize, coordinate and communicate pertinent information with other team members. Answer phones and direct callers as required. Receive, register and assist visitors as required

.▪ Type, revise and proofread general correspondence, memos, legal documents

,reports in Excel, etc. from various sources (e.g., handwritten notes, tape dictation).Prepare draf

tcommunication outlined by lawyer as required. Ensure accuracy and clarity of all work product i

na timely manner

.▪ Utilize iManage document management system effectively as a central repository for all matte

rrelated documents

.▪ Establish and maintain records of documentation in a searchable electronic format (hard copie

sonly when necessary). File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested. Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required

.▪ Maintain lawyers’ time in Intapp Time, proofread and submit finalized time to Accounting on a daily basis (unless client directs otherwise). Maintain knowledge of client requirements for billing and prepare client billing as required. Prepare New Business Matter and update list of client/matter codes. Maintain and follow through on all client billing matters

.▪ Maintain appropriate sense of urgency and complete all work assignments within agreed upon deadlines

.▪ Create and maintain up-to-date lawyer preference information supported by the assigned team reflecting specific instructions and expectations of the lawyers

.▪ Notify LAA Administration WA and Floor Coordinator upon arrival every morning, via email, and provide any pertinent information as required. Notify LAA Administration WA and Floor Coordinator about availability to assist with overflow work

.▪ Coordinate any planned time out of the office (PTO) with Team members prior to submitting request to LAA Supervisor, via Workday, for approval

.▪ Submit timesheets for approval in a timely manner. All overtime must be pre-approved by Legal Administrative Assistants Services Manager and/or Legal Administrative Assistants Supervisor

.▪ Mandatory participation in the Legal Administrative Assistants Certification Program

.▪ Timely and regular attendance

.▪ Perform other duties as necessary and as assigned by your supervisor for efficient functioning of the Department

.
In-office additional responsibilitie

s:▪ Serve as an immediate in-office point of contact for attorneys, clients, and staf

f.▪ Retrieve, organize, label, and prepare physical files for records management or storag

e.▪ Scan physical documents and receipts and manage paper-based document intak

e.▪ Assemble legal binders and physical document packets for meetings and matter

s.▪ Print and deliver documents, reports, and proformas for attorney review (preference for many attorneys

).▪ Enter attorney time from handwritten notes or diaries collected from attorney office

s.▪ Collect and distribute incoming attorney mail and prepare outgoing mai

l.▪ Assemble mailings (copying, stuffing envelopes, labeling) and deliver urgent items to the mailroo

m.▪ Deliver or pick up documents and work product from attorney offices or conference room

s.▪ Greet, receive, register, and escort clients and visitors to attorney offices or conference room

s.▪ Support meetings by delivering printed materials or documents as requeste

d.▪ Manage attorney supply needs, including retrieving supplies from Office Services and handling deliverie

s.▪ Monitor and resolve basic printer issues (paper, jams) before escalating to I

T.▪ Handle urgent, last-minute attorney requests requiring immediate in-person assistanc

e.▪ Manage physical documents or work dropped off at the des

k.▪ Provide in-office support coverage during teammate PTO or absence

s.▪ Facilitate efficient attorney communication and workflow through direct, in-person interactio

n.▪ Assist other LAAs with heavy workload as needed/during absences (i.e., receipts left on desk, scanning, printing, etc

.)
Status: Non-Exe

mptReports To: Legal Administrative Assistants Supervi

sorWorkplace Type: Hybrid role with 4 days in office required (Monday – Thursday), and 1 day rem

ote(Frida

y).Salary range is $89,000 – $111,5

00.
Candidates hired for staff positions with a minimum work schedule of 30 hours per week are eligible for a comprehensive benefits package, including healthcare insurance. Learn more about benefits at Coving

ton.https://www.cov.com/en/careers/staff/bene

fits
View Covington job applicant privacy notice

here:https://www.cov.com/en/job-applicant-privacy-n

otice
Covington & Burling LLP is an equal opportunity employer and does not discriminate in any aspect of employment, including hiring, salary, promotion, discipline, termination, and benefits, on the basis of race, color, ethnicity, religion, national origin, gender, gender identity or expression, age, marital status, sexual orientation, family responsibility, disability (including physical handicap), or any other improper crit

erion.
Covington will consider qualified applicants with arrest or conviction records for employment in accordance with applicable laws, including the California Fair Chance Act, the Los Angeles Fair Chance Initiative for Hiring Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance, and the San Francisco Fair Chance Ord

inance.