Senior Legal Administrative Assistant

Description:

Job Summary

The Senior Legal Administrative Assistant provides advanced support to Attorneys and Paralegals in our Corporate practice group, ensuring the efficient delivery of high-quality legal services. This position, based out of our Buffalo, NY office, requires a high degree of professionalism, discretion, and independent judgment in managing complex and specialized administrative tasks. The Senior Legal Administrative Assistant serves as a trusted resource and mentor within the team, contributing to process improvement, workflow coordination, and the consistent delivery of exceptional client service.

Essential Duties and Responsibilities

• Manage the opening, maintenance, and closing of client matters, ensuring accuracy and compliance with firm policies and practice group procedures.
• Oversee the preparation, revision, and e-filing of sophisticated legal documents, correspondence, and memoranda; ensure all materials meet firm and client standards.
• Maintain and organize electronic and physical files, coordinating with Records and IT to ensure adherence to document management protocols.
• Coordinate complex document production with internal departments and external vendors, ensuring accuracy, completeness, and timely delivery.
• Proactively manage attorney calendars, deadlines, client communications, and meeting logistics, ensuring seamless coordination of schedules and priorities.
• Handle confidential client information and correspondence with discretion and professionalism.
• Manage time entry, expense reporting, and client billing processes; serve as a liaison with Accounting and other administrative departments to resolve issues and ensure timely submissions.
• Oversee travel arrangements, prepare detailed itineraries, and ensure timely and accurate processing of expense reimbursements.
• Provide guidance, training, and workflow coordination for junior administrative staff; model best practices for document quality, client communication, and firm service standards.
• Identify and implement administrative efficiencies to enhance team performance and client satisfaction.
• Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
• Performs other duties as assigned.

Qualifications:

Qualifications and Requirements

• High school diploma required; associate or bachelor’s degree preferred.
• Minimum of five (5) years of experience as a Legal Administrative Assistant, with significant experience in a complex law firm or comparable professional services environment.
• Advanced knowledge of legal terminology, procedures, and document preparation across multiple practice areas.

Knowledge, Skills and Abilities

• Exceptional proficiency in MS Office Suite (Word, Outlook, Excel, PowerPoint) and familiarity with legal processes such as document management, time entry, and billing systems.
• Excellent written and verbal communication skills; strong command of grammar, spelling, and professional correspondence.
• Proven ability to manage multiple priorities under tight deadlines with accuracy and composure.
• Strong organizational and analytical skills, attention to detail, and proactive problem-solving ability.
• Demonstrated ability to work independently with minimal supervision while collaborating effectively within a team environment.
• Professional demeanor, sound judgment, and a commitment to maintaining confidentiality.
• Leadership mindset with the ability to mentor, delegate, and contribute to team development.