Administrative Practice Assistant

A highly regarded law firm is seeking an Administrative Practice Assistant (APA) to provide high-level administrative and legal support to attorneys and internal teams. Reporting to the Director of Administration, this role is responsible for ensuring efficient day-to-day office operations, maintaining exceptional client service, and supporting attorneys with administrative and legal tasks in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining professionalism, confidentiality, and excellent customer service.

RESPONSIBILITIES:

Administrative Support

• Provide daily administrative support to attorneys and legal staff

• Greet clients, visitors, and vendors professionally while ensuring a welcoming office environment

• Answer incoming calls as needed and route inquiries appropriately

• Review and distribute incoming mail to attorneys, docketing, and other departments

• Schedule conference rooms, meetings, teleconferences, travel arrangements, and office events

• Coordinate food orders and logistics for internal meetings, client events, and office functions

• Maintain organization, cleanliness, and readiness of conference rooms, kitchens, file rooms, copy rooms, and shared office spaces

• Communicate with building management regarding maintenance requests, parking, deliveries, and office-related services

• Coordinate office and kitchen supply inventory with the Office Services Lead

• Prepare workstations and assist with IT equipment setup for new hires

• Monitor office equipment and common area supplies to ensure functionality and availability

• Enter attorney billable time and prepare expense reports accurately and timely

Legal & Document Support

• Draft, review, revise, and format legal and non-legal documents including correspondence, memoranda, pleadings, presentations, and budgets

• Prepare court pleadings in compliance with local, state, and federal court rules

• Generate Tables of Authorities (TOA) and Tables of Contents (TOC) using firm software

• Build knowledge of court procedures, filing requirements, and applicable legal rules

• Process legal support requests efficiently while ensuring quality control of completed work

• Assist with document preparation, scanning, printing, mailings, binders, and court filing projects

Office Operations & Additional Support

• Maintain library records and file storage systems

• Deliver exceptional customer service while collaborating professionally with attorneys, staff, vendors, and clients

• Maintain composure, efficiency, and accuracy in high-pressure and deadline-driven situations

• Ensure dependable on-site attendance and punctuality

• Support special projects and additional administrative duties as assigned

• Adapt to changing business needs and operational priorities as directed by management

QUALIFICATIONS:

• High School Diploma required; some college preferred

• Prior administrative, legal assistant, or office support experience preferred

• Strong customer service and interpersonal communication skills

• Excellent organizational skills with the ability to manage multiple tasks and deadlines simultaneously

• Strong attention to detail and commitment to accuracy

• Ability to work independently and collaboratively in a team-oriented environment

• Proficiency in Microsoft Office 365 including Word, Outlook, Excel, and PowerPoint

• Ability to maintain professionalism and confidentiality in handling sensitive information

• Strong problem-solving skills and ability to work efficiently in a fast-paced environment

IDEAL CANDIDATE:

• Professional, dependable, and highly organized

• Proactive with strong initiative and follow-through

• Comfortable working in a client-facing environment

• Able to prioritize competing responsibilities effectively

• Calm and composed under pressure and tight deadlines

• Team-oriented with excellent communication and collaboration skills