Legal Administrative Assistant

Thompson Coburn, a large full-service law firm with offices in eight (8) cities across the U.S., is in search of a full-time non-exempt Legal Administrative Assistant to join its Birmingham office. With over 450 attorneys and experience in 50 areas of law, Thompson Coburn is regularly recognized for providing clients with outstanding value and service. Driven by our core values of integrity, innovation and diversity, we collaborate and work in a welcoming, fast-paced, and inclusive environment.

Join our dynamic team at Thompson Coburn's Birmingham office! We are seeking a proactive and versatile individual to support both legal support and administrative functions. Recently elevated, the Legal Administrative Assistant role is responsible for document management, coordinating meetings, managing attorney calendars and deadlines, and providing exceptional client assistance. In partnership with the Regional Office Administrator, this position will also coordinate designated day-to-day office operations, including mail and courier services, supplies, conference room support, facilities coordination, access cards, and other onsite administrative needs. This position requires in-office support.

Key Responsibilities:

Legal Administrative Support

• Supports multiple attorneys and paralegals in assigned practice area(s) and legal support teams in the preparation of client legal documents.
• In addition to supporting assigned attorneys and legal support teams, participates in the Firm's team-based support model by providing assistance across attorney assignments, accepting shared work, and contributing to team coverage and service delivery needs.
• Proactively and consistently utilizes the Firm’s workflow management system as the primary mechanism to receive, prioritize, track, and complete legal support assignments in support of the Firm’s team-based support model. Actively manages workload, collaborates to balance team capacity, and provides timely support to attorneys and team members as needed.
• Plans, produces, edits and formats correspondence, memoranda, reports and other legal documents in a timely manner while utilizing computer, transcription equipment and other office equipment.
• Electronically files pleadings and related exhibits in State, Federal, and Appellate courts.
• Accurately saves, profiles, organizes, and maintains documents and email in the Firm’s document management system, ensuring materials are filed in the appropriate client or matter workspace in accordance with Firm confidentiality and records-management procedures.
• Establishes and maintains client-based calendar and deadline reminder systems, utilizing Firm’s centralized docketing and calendar system.
• Requests conflict of interest reports with File Opening/Conflicts, opens new clients and/or matters, and maintains all client and general files. Conducts periodic review for possible storage of older files and prepares files to be closed.
• Manages attorney calendars, schedules appointments and coordinates travel arrangements.
• Ensures attorney timesheets are entered and released in a timely manner. Reviews, proofs, edits and processes client billing statements.

Birmingham Office Operations

• Serves as a primary onsite administrative contact for the Birmingham office and coordinates day-to-day office needs with the Regional Office Administrator and other Firm departments.
• Oversees delivery of incoming and outgoing mail and packages to ensure timely delivery. If necessary, routes correspondence and other client-related material to specific delivery service and follows up on timely delivery.
• Monitors office, kitchen, and first-aid supplies; maintains appropriate inventory levels; and coordinates approved purchases and restocking with the Regional Office Administrator.
• Coordinates conference room reservations, visitor arrangements, catering orders, and room setup and restoration.
• Assists with building security and access-card administration, including issuing and replacing access cards in accordance with Firm procedures.
• Assists with general office errands as needed by driving to locations outside the office to perform business-related tasks, including making deliveries and pickups with FedEx, USPS, and other vendors; purchasing and restocking office supplies; and obtaining materials and other items necessary to support office operations.

Additional Responsibilties:

• Assists with office projects, special initiatives, and temporary coverage as assigned.
• Coordinates with Firm departments and outside vendors regarding office-specific support.
• Assists with orientation and onboarding of new attorneys and staff.

Knowledge, Skills, and Abilities Required:

• Must foster a collaborative team approach and possess a high level of professionalism and interpersonal skills to work well with employees at all levels within the organization and maintain all information in the strictest of confidence. Required to use tact and diplomacy when interacting with individuals across all levels of the Firm.
• Ability and willingness to utilize workflow management technology and follow established workflow processes.
• Ability to work independently in a small-office environment, recognize operational needs, take appropriate action within established authority, and escalate issues promptly when necessary.
• Ability to balance attorney support responsibilities with time-sensitive office operational needs and communicate promptly when competing priorities require assistance or escalation.
• Must possess an ability to work with legal documents, State, Federal and Appellate filings, including knowledge of, or ability to learn E-Filing with aforementioned courts.
• Ability to transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of seventy (70) wpm.
• Technical proficiency in Microsoft Office in a legal environment to include Outlook, Word and Excel and other software.
• Ability to utilize independent thinking skills, with minimal direction and with an ability to offer creative solutions to problems.
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information, handling competing priorities, and performing other essential duties.
• Must exhibit a commitment to sharing knowledge and mentoring others on Firm-related technology applications and practice specific processes.
• Must possess attention to detail, ability to balance multiple projects and display strong time management skills with a proactive approach.
• Maintains a valid driver's license, complies with traffic and parking laws, and follows safe driving practices (including no texting while driving).

Experience and Education Qualifications:

• Minimum High School Diploma or equivalent required. An Associate Degree is preferred.
• Minimum of two (2) years of legal experience required, three (3) to five (5) years preferred.

Thompson Coburn LLP is a large, full service, multi-state firm with offices in Birmingham, Chicago, Dallas, Los Angeles, New York, St. Louis, Southern Illinois, and Washington D.C. At Thompson Coburn, our behavior and the expectations we have of ourselves are guided by the values that we hold in the highest regard: integrity, a passion for excellence, a focus on serving the client, a value of diversity, innovation, creativity, trust, and loyalty. Within the Firm, we value each other as people and colleagues. In addition to the exceptional working environment and a competitive salary, Thompson Coburn provides the following benefit options to qualifying employees:

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance & ADD policies
• Short & Long Term Disability Insurance
• Paid Parental Leave
• 401(k) Profit Sharing plans
• Parking/Transportation Stipend
• Section 125 Plan (Pre-tax premiums and medical reimbursement)
• Paid Holidays
• Paid Time Off (PTO)
• Annual Discretionary Bonus
• Employee Assistance Program (EAP)
• Employee Wellness Program
• Tuition Reimbursement
• College Savings Plan Deductions (529 Plans)
• Long Term Care

Equal Opportunity Employer M/F/D/V

Work Location: In person