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CAREERS AT KAPLIN STEWART: We are seeking an Executive and Legal Administrative Assistant.

7/1/2021 | Media, News & Resources

Executive and Legal Administrative Assistant operates in a clerical, professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Must be proficient with Microsoft Office, document management, and accounting software. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities of the employee for this job. Duties, responsibilities, and activities change at any time with or without notice.

Essential functions:

Typing: pleadings, transactional documents, land use and zoning documents, correspondence, email.
Document Creation and Production.
Maintaining calendars, scheduling, diarying deadlines. Make appointments, keep abreast of deadlines. Coordinate schedule of driver on behalf of executive.
Manage large volume of email and contacts. Prepare client intake and conflict of interest forms. Maintain client matter lists.
Contact courts, townships, vendors to obtain costs for filings, services, etc.
Prepares check requisitions, expense reimbursement requisitions, reviews credit cards for expense reimbursement.
Review work in process for grammar, spelling, punctuation. Coordinate legal billing for hundreds of legal matters monthly. Process and mail finalized invoices.
Maintain comprehensive and accurate records for executive.
Bookkeeping functions include preparing deposits, transfer funds, write checks, working with executive’s accountant and retirement account vendor.
Communicate effectively orally and in writing, including communication with attorneys, paralegals, staff, clients, opposing counsel, judicial personnel, vendors.
Performs filing, photocopying, scanning, and other general clerical duties.


Comprehensive computer skills including word processing, spreadsheets, document management, time and billing, calendar, transcription, desktop publishing.
Excellent client service skills to internal clients and external clients.
Ability to work independently and as a team player exercising sound judgment.

Physical demand: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a largely sedentary role; however, filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as needed. (may include standing at the photocopier/scanner for extended periods of time).

Expected Hours of Work:Full Time position working 35 hours per week.
Required Education and Experience: Minimum of 5 years experience as an executive and legal administrative assistant. 

Please submit Resume to: Adelaine F. Williams, C.O.O. –