Administrative Practice Assistant

Job Description A highly regarded law firm is seeking an Administrative Practice Assistant (APA) to provide high-level administrative and legal support to attorneys and internal teams. Reporting to the Director of Administration, this role is responsible for ensuring efficient day-to-day office operations, maintaining exceptional client service, and supporting attorneys with administrative and legal tasks in a fast-paced environment. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while maintaining professionalism, confidentiality, and excellent customer service.

RESPONSIBILITIES:

Administrative Support Provide daily administrative support to attorneys and legal staff Greet clients, visitors, and vendors professionally while ensuring a welcoming office environment Answer incoming calls as needed and route inquiries appropriately Review and distribute incoming mail to attorneys, docketing, and other departments Schedule conference rooms, meetings, teleconferences, travel arrangements, and office events Coordinate food orders and logistics for internal meetings, client events, and office functions Maintain organization, cleanliness, and readiness of conference rooms, kitchens, file rooms, copy rooms, and shared office spaces Communicate with building management regarding maintenance requests, parking, deliveries, and office-related services Coordinate office and kitchen supply inventory with the Office Services Lead Prepare workstations and assist with IT equipment setup for new hires Monitor office equipment and common area supplies to ensure functionality and availability Enter attorney billable time and prepare expense reports accurately and timely Legal & Document Support Draft, review, revise, and format legal and non-legal documents including correspondence, memoranda, pleadings, presentations, and budgets Prepare court pleadings in compliance with local, state, and federal court rules Generate Tables of Authorities (TOA) and Tables of Contents (TOC) using firm software Build knowledge of court procedures, filing requirements, and applicable legal rules Process legal support requests efficiently while ensuring quality control of completed work Assist with document preparation, scanning, printing, mailings, binders, and court filing projects Office Operations & Additional Support Maintain library records and file storage systems Deliver exceptional customer service while collaborating professionally with attorneys, staff, vendors, and clients Maintain composure, efficiency, and accuracy in high-pressure and deadline-driven situations Ensure dependable on-site attendance and punctuality Support special projects and additional administrative duties as assigned Adapt to changing business needs and operational priorities as directed by management

QUALIFICATIONS:

High School Diploma required; some college preferred Prior administrative, legal assistant,