Senior Legal Administrative Assistant

PHILLIPS LYTLE LLP•Buffalo, NY

2d•$26 - $38•Onsite

About The Position

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.

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.
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.

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.