Receptionist/ Legal Administrative Assistant

Position Overview

Whiteford is seeking a Receptionist / Legal Administrative Assistant for its Lexington, Kentucky office. This full-time, non-exempt position reports to the Office Administrator and combines front desk coverage and office hospitality with legal and administrative support for assigned attorneys. The person in this role will welcome clients and visitors, coordinate meetings, and help keep the office running smoothly while supporting attorneys with document preparation, scheduling, court filings, and matter administration.

The ideal candidate is organized, responsive, and comfortable shifting between front desk requests and deadline-driven legal work. This is an opportunity for someone who takes ownership of assignments, anticipates what attorneys and clients will need, and brings a professional, welcoming approach to each interaction.

Key Responsibilities

• Welcome clients and visitors, answer and route calls and general inquiries, and relay messages promptly.
• Manage conference room reservations and coordinate meeting setup and reset, basic audiovisual support, and food and beverage service.
• Keep reception, conference rooms, visiting attorney offices, and other shared spaces orderly and ready for use. Maintain pantry supplies and assist with office events.
• Receive and distribute incoming mail and coordinate outgoing mail, certified mail, overnight shipments, and courier deliveries.
• Draft, proofread, format, and finalize legal documents and correspondence, including contracts and pleadings. Prepare and maintain deposition, pleading, closing, and transaction binders.
• Manage attorney calendars, schedule appointments, court dates, and depositions, and track filing and response deadlines. Assist with paper and electronic court filings and conduct preliminary legal research as requested.
• Assist with opening and closing client matters, organizing electronic and paper files, and maintaining client contact information.
• Arrange travel, prepare expense reimbursement requests, and assist with attorney time entry and monthly billing.

Qualifications

• Prior experience in a law firm or corporate office preferred.
• Strong communication and client service skills, with a professional and welcoming manner in person, by phone, and in writing.
• Strong organizational, proofreading, and time-management skills, with attention to detail and the ability to manage competing priorities and deadlines.
• Ability to take ownership of assignments, anticipate needs, and exercise sound judgment and discretion when handling confidential client and firm information.
• Proficiency with Microsoft Word, Excel, PowerPoint, and PDF applications, including scanning and imaging.
• Proficiency with legal document management software and with legal timekeeping and billing or case management software.