Administrative Assistant
Nashville, TN
Full-time
Hybrid
1 month ago
About the role
JOB TITLE: Administrative Assistant
FLSA STATUS: Non-Exempt
SCHEDULE: M-F 37.5 hrs./week
LOCATION: Nashville, TN office (hybrid work environment with 3 days/week in office after the first 90 days)
REPORTS TO: Regional Office Administrator
POSITION SUMMARY:
Under general supervision, the Administrative Assistant supports assigned attorneys and paralegals by performing a broad range of administrative and clerical duties, including scheduling, document management, coordination of communications, and general office support. The role functions in a fast-paced legal environment and requires strong organizational skills, effective time management, professionalism, and attention to detail.
COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly pay range to be between $23.75 to $26.00.
BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.
PRIMARY RESPONSIBILITIES:
QUALIFICATIONS:
EXPERIENCE, SKILLS & COMPETENCIES:
SUPERVISORY RESPONSIBILITY:
WORKING CONDITIONS:
PHYSICAL REQUIREMENTS:
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
FLSA STATUS: Non-Exempt
SCHEDULE: M-F 37.5 hrs./week
LOCATION: Nashville, TN office (hybrid work environment with 3 days/week in office after the first 90 days)
REPORTS TO: Regional Office Administrator
POSITION SUMMARY:
Under general supervision, the Administrative Assistant supports assigned attorneys and paralegals by performing a broad range of administrative and clerical duties, including scheduling, document management, coordination of communications, and general office support. The role functions in a fast-paced legal environment and requires strong organizational skills, effective time management, professionalism, and attention to detail.
COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly pay range to be between $23.75 to $26.00.
BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.
PRIMARY RESPONSIBILITIES:
- Interact with attorneys, paralegals, and staff at all levels in a fast-paced environment, sometimes under pressure, while remaining professional, flexible, and responsive.
- Schedule meetings, coordinate calendars, and arrange conference rooms, videoconferencing, and meals as needed.
- Maintain paper and electronic files in accordance with established procedures, including coordinating with the File Room to create, update, and retrieve client files and indexes; perform routine filing and file retrieval; save electronic documents and communications to the document management system using proper naming conventions; and maintain chronological and administrative files for assigned attorneys.
- Coordinate incoming and outgoing communications, including telephone, email, and fax; communicate with clients in a timely, professional manner while exercising discretion and confidentiality.
- Prepare and process invoice payments, expense reimbursements, and check requests in accordance with established firm policies and approval procedures.
- Print, scan, mail, and distribute documents as required; maintain accurate and well-organized electronic filing systems to ensure timely document retrieval.
- Assist paralegals with client- and matter-related administrative tasks.
- Perform additional duties and special projects as assigned.
QUALIFICATIONS:
- Education: High School Diploma
EXPERIENCE, SKILLS & COMPETENCIES:
- Experience: Minimum of one (1) year of administrative experience in a professional office environment required; experience in a legal setting (law firm or in-house legal department) preferred. Exposure to probate matters is a plus but not required.
- Technical Skills: Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
- Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
- Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
- Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
- Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.
SUPERVISORY RESPONSIBILITY:
- None, individual contributor.
WORKING CONDITIONS:
- Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
- Occasional travel to court, other office locations, or external administrative sites may be required.
- Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
- Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.
PHYSICAL REQUIREMENTS:
- Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
- Ability to lift and carry up to 25 lbs for filing, document handling, or office materials.
- Ability to perform repetitive motions, including typing, filing, and scanning.
- Occasional bending, reaching, and handling of office equipment.
- Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
Skills
Law Practice