• Administrative Assistant

    Job Locations US-FL-Miami
    Job ID 2019-2135
    Administrative Assistants
  • Overview

    The Miami office of an AmLaw 100 law firm seeks a Corporate Administrative Assistant with 5+ years of experience. 


    • Prepare/revise/finalize documents and other clerical assignments as delegated
    • Maintain attorney calendars; make travel arrangements; process monthly expense reports
    • Processing expense and travel reimbursements
    • Run conflict checks, open new client/matter engagements, maintain electronic and paper client files, set-up billing requirements for clients
    • Enter attorney time in time entry system
    • Preparing client invoices and maintaining team budgets
    • Assembling hourly rates for lawyers and paralegals for current and proposed clients
    • Reviewing billing entries for spelling, grammar and internal consistency and for compliance with fee agreements (where special requirements exist) and coordinating with accounting to have changes made in a timely fashion
    • Following up with lawyers regarding review of bills and questions on bills
    • Liaising with accounting to obtain information regarding payments, write offs, reports, and accounts receivable
    • Revising and correcting formatting for documents, creating PowerPoints and tables
    • Preparing cover letters for bills that require explanation or have prior balances


    • Proficiency using Microsoft Word, PowerPoint, Excel and Windows
    • Ability to speak professionally to clients, return phone calls, and follow up with professionals
    • Detail oriented
    • Experience with NetDocs preferred
    • Experience with creating tables of contents for binders and creating binders
    • Experience creating and maintaining both “hard copy” and electronic corporate minute books
    • Ability to stay late when needed for client emergencies and be a self-starter
    • Excellent written English skills (other language skills a plus but not essential)
    • Ability to compile and organize sets of closing documents, including adding signature pages to the execution versions of documents, and assist in the distribution of the closing documents
    • Ability to do filings with the Secretary of State (with direction from the team paralegal) and updating and balancing the internal Excel spreadsheet relating to Sunbiz filings, and preparing monthly reconciliation for the accounting department
    • Ability to exercise judgment and take accurate and thorough messages when appropriate
    • Good follow-up and a team player


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