This has been the case with any firm admin I’ve met. They commonly start with handling HR, then move into assisting with records management. Then, they begin helping with retainer agreements, and they are now responsible for intake. It’s always changing, and it’s not for everyone ― especially as it requires being in what feels like nine places at once.
However, as legal admins retire, firms are struggling to replace them with equally seasoned professionals.
Compounding this issue, younger professionals are not entering the field in sufficient numbers. With a growing preference for broader business management roles, many graduates overlook legal administration as a viable career path. This talent gap leaves law firms competing for a limited number of qualified candidates.
RETHINKING THE HIRING PROCESS
To expand the talent pipeline, you and your firm can rethink your hiring strategies. For example, sourcing candidates with legal administration degrees may no longer be sufficient. Instead, you could consider recruiting professionals with backgrounds in business administration, finance, HR or operations management, and then providing legal industry-specific training.
Mentorship and apprenticeship programs within your firm could also help grow internal talent. By identifying promising junior staff members and providing them with hands-on experience, firms can develop future legal administrators from within.
The talent likely already exists in your firm, and you can play to individuals’ strengths. For example, when I worked in a firm, one of our paralegals worked with tax clients and was good with numbers. We helped this individual transition into the accounting side of the business. Mentoring and involving junior staff in administrative functions outside of legal-specific roles provides exciting cross-training and growth opportunities for everyone.
EMPLOYER POSITIONING FOR LEGAL ADMIN ROLES
Take an objective look at how your firm positions itself as an attractive employer for prospective legal administrators. This means offering:
- Competitive salaries and benefits
- Clear career progression paths
- A culture that recognizes and values the legal admin role
- Strong work-life balance initiatives
Many law firms focus heavily on recruiting attorneys while neglecting the importance of attracting top administrative talent. A shift in focus can ensure that legal administrators see long-term career potential within your law firm.
As legal admins retire, firms are struggling to replace them with equally seasoned professionals.
A TWO-PART SOLUTION
Challenges related to legal admin hiring and succession planning can be solved by investing in internal talent development on an ongoing basis and developing a formal succession plan specifically for the legal admin role.
In smaller and midsize firms, you likely have one long-tenured administrator who handles most operational responsibilities. Set up a program for this person to mentor and develop internal talent.
Also, create a documented transition plan, which minimizes risks for operational disruptions, knowledge loss and decreased efficiency, and helps prevent hasty hiring decisions.
This proactive programming could include:
- Identifying high-potential employees early and mentoring them for leadership roles
- Offering leadership training and professional development programs
- Cross-training employees to ensure multiple team members understand critical administrative functions
- Establishing clear documentation of key processes and responsibilities to facilitate smoother transitions
- Encouraging participation in industry organizations like ALA
- Providing clear pathways for advancement within the firm
TECHNOLOGY CAN HELP
Technology can play a pivotal role in easing succession transitions, thanks to its ability to help firms document workflows, automate repetitive tasks, ensure preservation of institutional knowledge, and standardize reporting and data management. This not only makes transitions smoother but also reduces the administrative burden on legal administrators, making the role more attractive to new candidates.
A CALL TO ACTION
Law firms that recognize the strategic importance of legal administrators — and take steps to elevate and support them — will be better positioned to thrive. Be a firm that prioritizes legal administrator talent and succession planning to strengthen your operations and create long-term success.
