What Does a Legal Executive Assistant Do?
Legal executive assistants (sometimes referred to simply as executive assistant) are legal secretaries who are skilled administrative professionals able to provide personal, administrative and even legal support to top lawyers, judges or corporate officers within the legal profession. They provide high-level administrative support by preparing and producing correspondence, reports and documents for the lawyer, and maintaining files, records and billing opportunities. They also schedule appointments and arrange conference calls. A legal executive assistant in higher-level positions may also supervise lower-level clerical staff and perform duties such as drafting pleadings in addition to managing the day-to-day administrative operations of the office.
More specifically , the following provides a good overview of the employment outlook for this position: Legal Executive Assistants are employed by lawyers, judges and corporate officers to help them perform tasks such as scheduling, correspondence, filing and even billing. An Executive Assistant may perform other duties such as: Lawyers often work long, hard hours and Executive Assistants help them to manage their daily administrative responsibilities in order to keep things on track. These highly trained professionals may also be responsible for keeping personal calendars and for handling travel plans for their high-powered bosses – either personally or through a third party. The Bureau of Labor Statistics estimates that jobs for legal executive assistants will continue to have increased growth in the next decade, providing excellent job security for those in this field.
Legal Executive Assistant Skills
To succeed as a legal executive assistant, several core skills are essential in addition to the requisite business acumen required to manage many functions. Legal knowledge is undoubtedly one of the first skills required. From a general understanding of how the court system works and how to draft pleadings to a more specific knowledge of the elements of a tort cause of action, the legal executive must have a mastery of both civil and criminal procedure.
Then there’s the knowledge of software, a skill that’s constantly evolving with new technologies. In addition to the proficiency in Microsoft Office Suite, these assistants must be familiar with case management software and e-filing, such as ICCES in Florida. They also must have a familiarity with document assembly and docketing programs, as well as myriad billing programs and administrative software.
The ability to multitask, prioritize both mandatory and discretionary deadlines, and help multiple attorneys simultaneously is another must-have skill. Balancing the individual needs of each attorney while serving the needs of the office efficiently is the job of the legal executive assistant.
The legal assistant also must be familiar with cloud platforms, which allow remote access to documents from home or while on business travel. Not to mention the need for a strong awareness of legal ethics, particularly those of attorney/client confidentiality.
A keen attention to detail is also important, as is excellent communication skills, both oral and written. Legal executive assistants must have superior time management abilities as well, as their jobs require the ability to think ahead and anticipate the needs of their attorneys.
All of these abilities take a lot of training and learning to develop. That’s why it’s critical to partner with a staffing agency that places a premium on training its temporary and direct hire professionals in the law to ensure their clients receive the most knowledgeable, competent legal staff available.
Education and Certifications
While some legal executive assistants work their way up from entry-level positions in a law firm or department, legal executive assistants can be hired at an executive level straight out of college. No matter what the path to becoming a legal executive assistant is, there are a few academic credentials that are helpful for getting hired and promoted in this field.
A broad range of study is taken into consideration by employers looking for legal executive assistants. An associate degree, a bachelor’s degree, or previous legal secretary training can open the door to many entry-level legal support positions. Higher degrees in areas such as paralegal studies, legal research, criminal justice, business administration, or business management help legal administrative assistants gain more responsibility and higher salaries and can ultimately take the place of years of experience upon hiring.
Some colleges will offer courses in legal office systems or computer office management that will incorporate Microsoft Office skills, typing, and accounting principles. Gaining a degree through one of these programs can demonstrate that an applicant has up-to-date training and skills that surpass that of other applicants with comparable experience.
In 2009, The International Association of Administrative Professionals (IAAP) created a new profession called the Certified Administrative Professional designation (CAP-1) to identify professionals committed to career growth and continuing education. Legal executive assistants who complete a plan of study, pass a test, and benefit their employer by creating a more organized and professional workplace can earn a CAP-1 certification. Continuing education courses are available in subjects such as time management and conflict resolution to help legal executive assistants enhance work habits and better understand the needs of their employer and coworkers.
Daily Tasks
When you’re employed in a law firm or in the legal department of a corporation, a whole world of variety and responsibility opens up for you. You’ll carry out an extensive range of duties that help keep the firm running and that keep your attorneys focused and productive.
For instance, you’ll be doing a lot of typing. This includes everything from dictation to pleadings, letters, briefs, and memos. You’re often asked to draft correspondence, and whether your attorney expects you to do more than just proofreading the material depends on their preferences.
Many of your duties will be in connection with the files and documents of the firm or department. You’ll maintain filing systems, organize and index filings, and keep records of legal files and proceedings. Not only that, you’ll also track the status of cases and maintain a calendar of appointments.
You might be called upon to do research into the law, which is often where you begin to see the most variety. If you’re working in a specific area of law, such as family law, workers’ compensation, or bankruptcy, you may find that you’re asked to become familiar with specific issues in these areas over time. If, on the other hand, you’re in a larger firm where your practice group isn’t specifically defined (often referred to as a "general practice"), you may be asked to jump from case to case, and project to project, involving different areas of law.
This can be exciting and do very well for your personal advancement in the legal profession if you take the ball and run with it. You should also note that the diversity of responsibilities typically undertaken by an executive assistant means that working in the legal professional almost never involves sitting idle.
Job Outlook and Career Progression
Legal executive assistants have a promising employment outlook. The latest statistics available from the US Bureau of Labor Statistics show that there were 90,800 secretary/administrative assistant jobs in the legal field as of 2018. That number is projected to increase to 95,700 jobs by 2028. Overall, administrative assistant jobs in the professions are expected to increase by 7% over the decade from 2018-2028.
Victims of their own success, administrative assistants within law firms are expected to take on increased responsibilities that were once formally assigned to paralegals and junior associates. Whether their workload increases in volume or scope , legal executive assistants can reasonably expect to experience some increase in job security and demand.
With experience, legal executive assistants can advance to higher paying support staff positions. Some become paralegals, requiring a more complex skill set that includes knowledge of legal billing and word processing software. Others become legal secretaries and office managers, positions that include supervisory oversight. In fact, many legal administrators are promoted from administrative support staff positions.
Salary Range
To give a realistic expectation of what you can earn, it would be fair to say that salaries for legal executive assistants are slightly above the average salaries received by secretaries within legal. A highly experienced executive assistant can expect to earn between £25,000 and £35,000. More experienced secretaries can expect to earn between £20,000 and £28,000. At a senior level, where office management and coordination may also come into play, salaries can be as high as £50,000. The most senior level of a law firm can expect to earn up to £75,000. Those on the lower end of the scale – approximately £18,000 – will typically be entry-level professionals.
At the more basic level, legal executive assistants will support teams of lawyers or legal advisors. Whether you are dealing with partners or consultants, working in a large team or a smaller one, this is a role which best suits those who like to multi-task and work in a fast-paced environment. When comparing the industry to other sectors, legal professionals tend to earn more than other types of executive assistant. HR, IT, marketing and finance markets generally pay around £28,000 for someone with the same level of experience.
Tips for Legal Executive Assistants
For those considering a career as a legal executive assistant, Gauvin offers the following advice to aspiring candidates:
Networking is key: Attend legal conferences and events, and join professional organizations like the International Association of Administrative Professionals (IAAP) and the National Association of Legal Assistants (NALS). Online social networks such as LinkedIn can also help connect you with other professionals in the legal field.
Experience matters: Look for opportunities to gain practical experience in legal settings through internships, part-time or temp work. Many training programs also require candidates to pass a test to become certified.
Know your technology: You should be very comfortable with the latest computer programs , legal document management software, billing systems, legal research systems, and dictation transcription software. Ask about your firm’s software environment during your interview.
Refine communication skills: You’ll spend a lot of time drafting and editing documents, screening phone calls, taking meeting minutes, and writing emails. English isn’t always the universal language, of course, so don’t hesitate to seek clarification if something isn’t clear the first time.
Stay organized and prioritize: There are a lot of balls to juggle for a legal executive assistant, from keeping clients and lawyers happy at the same time to managing your schedule and handling many last-minute requests. Use your best judgment to manage your workflow and find your own rhythm.