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Legal Assistant Job Description

Reports To: Office Manager / Managing Attorney
Classification: Non-Exempt, Hourly
Work Location: On-Site – Marietta, Georgia
Schedule: Full-Time

Position Summary

The Legal Assistant provides administrative and substantive support to attorneys and paralegals while helping ensure the efficient operation of the firm's legal practice. This position is responsible for case file management, document preparation, client communication, calendar coordination, court filings, and administrative support functions. The Legal Assistant plays an important role in maintaining exceptional client service standards and supporting the firm's estate planning and probate law practice areas.

Essential Functions and Responsibilities

Calendar & Schedule Management

• Coordinate and manage attorney, paralegal, and legal team calendars.
• Schedule client consultations, meetings, court appearances, deadlines, and other appointments.
• Monitor deadlines and assist in ensuring timely completion of tasks and filings.
• Send appointment reminders and coordinate scheduling changes as necessary.

Client Communication & Service

• Communicate professionally with clients, courts, opposing counsel, vendors, and other third parties via phone, email, and written correspondence.
• Respond to client inquiries and direct matters to the appropriate team member.
• Maintain a responsive, professional, and positive client experience.
• Assist with client onboarding and the collection of required documentation.
• Maintain confidentiality of all client and firm information.

Case Management & Legal Support

• Open, maintain, and close case files in accordance with firm procedures.
• Assist attorneys and paralegals with probate and estate planning matters.
• Perform substantive work on active client files under attorney supervision.
• Prepare case status updates and assist with matter tracking.
• Monitor case progress and assist in obtaining outstanding information or documentation from clients and third parties.

Document Preparation & Management

• Prepare, proofread, format, and organize legal documents, forms, correspondence, pleadings, engagement letters, and client packets.
• Maintain accurate electronic and physical client files.
• Review documents for completeness, accuracy, and proper formatting.
• Scan, upload, organize, and index documents within the firm's document management system.
• Assist with document execution, notarization coordination, and record retention procedures as needed.

Court Filings & Legal Administration

• File pleadings and legal documents with courts.
• Obtain court records and other documents as requested.
• Coordinate delivery and retrieval of documents with courts, clients, opposing counsel, and other legal professionals.
• Track filing deadlines and confirm successful submission of court filings.
• Monitor court communications and update case records accordingly.

Data Management & Billing Support

• Enter, update, and maintain client and matter information within the firm's case management and CRM systems.
• Ensure accuracy and completeness of client records.
• Perform billable work and accurately record time entries in accordance with firm procedures.
• Assist with invoice preparation, expense tracking, and other administrative billing functions as assigned.
• Generate reports and maintain data necessary for case management and firm operations.

Administrative & Office Support

• Assist with administrative projects, office organization, and operational tasks.
• Manage incoming and outgoing correspondence, mail, and deliveries.
• Maintain office supplies and assist with general office operations.
• Support attorneys and paralegals with special projects and additional assignments.
• Perform other duties as assigned based on firm needs.

Qualifications

Education & Experience

• Associate's Degree or higher required.
• Minimum of three (3) years of experience providing customer service, administrative support, or executive support.
• Minimum of 2 years of legal experience.
• Experience supporting attorneys, paralegals, or professional service providers strongly preferred.
• Experience in estate planning, probate, or family law practice areas preferred.

Knowledge, Skills, & Abilities

• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to work independently and collaboratively as part of a team.
• Proficiency in Microsoft Office Suite and Adobe Acrobat.
• Experience with legal case management software and document management systems preferred.
• Strong proofreading, document formatting, and administrative support skills.
• Ability to exercise discretion and maintain strict confidentiality.

Core Competencies

• Client Service Excellence
• Professionalism
• Communication Skills
• Organization & Planning
• Attention to Detail
• Time Management
• Confidentiality & Integrity
• Adaptability
• Problem Solving
• Teamwork
• Technology Proficiency

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Frequent use of standard office equipment, including computers, telephones, scanners, and printers.
• Ability to occasionally lift and carry files, office supplies, or boxes weighing up to 20 pounds.
• Ability to move throughout the office as needed to support daily operations.

Disclaimer

Steele Law Firm is an Equal Opportunity Employer and does not discriminate on the basis of any protected status under applicable federal, state, or local law.