Legal Assistant – Workflow Coordinator

Role Overview

• Coordinate daily legal assistant workflow and coverage across assigned Practice Groups, including coverage for planned and unplanned absences
• Assess attorney and practice group needs alongside legal assistant skill sets and workload to support assignment and coverage decisions
• Monitor and track overtime usage; provide reporting and recommendations to the Office Administrator to support budget management and minimize unnecessary overtime
• Facilitate clear and consistent communication among legal assistant staff, including scheduling
• Serve as a liaison between legal assistant staff and Office Administrator, firm support departments, including Information Services & Technology, Word Processing, and Accounting
• Assist with onboarding and integration of new legal assistant staff, including orientation to workflows, technology, and firm expectations
• Promote a positive, collaborative team culture and foster high standards of client service
• Support and coordinate training initiatives to enhance skills, productivity, and professional growth of legal assistant staff
• Identify workflow optimization and process improvement opportunities and make recommendations to the Office Administrator related to staffing, coverage models, and career development initiatives
• Help develop, implement, and document procedures, guidelines, and best practices to improve efficiency and service consistency
• Support change management initiatives by encouraging adoption of new tools, processes, and technologies
• Provide direct legal assistant support to assigned attorneys, including document preparation, filing, scheduling, time entry, expense processing, and other administrative tasks as required
• Serve as backup legal assistant support during peak workloads or staffing shortages

Requirements

• 5+ years of legal assistant or secretarial experience in a law firm or comparable legal environment with progressively increased responsibility
• GED or High School Diploma required
• Associate's degree or bachelor's degree preferred
• Demonstrated experience coordinating workflow, coverage, or team operations in a professional services setting
• Strong interpersonal, communication, and consensus-building skills with the ability to influence and motivate others
• Excellent written and verbal communication skills, with a high level of professionalism
• Solid understanding of legal technology and tools used in law firms; ability to recommend and support technology training
• Familiarity with project management concepts and process improvement methodologies
• Ability to remain calm and effective under pressure while managing competing priorities
• Highly organized, detail-oriented, and capable of handling multiple assignments with minimal supervision
• Proven ability to work effectively in a collaborative, service-oriented team environment
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook)
• High degree of sensitivity to confidential and sensitive information
• Ability to work effectively in a team-oriented, service environment
• Must be detail oriented, able to prioritize multiple tasks under tight deadlines, and able to work in an efficient and organized manner.

Benefits

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution