Legal Administrative Assistant
New York, NY
Summary
Responsible for providing administrative support to a busy group of attorneys in a fast-paced, high-stress environment. The ideal candidate is highly organized and detail-oriented with exemplary oral and written communication skills and ability to work well under pressure with minimal input from attorney.
Essential Duties and Responsibilities
- Responsible for inputting of correspondence, memoranda, legal documents and forms.
- Ability to prioritize workflow to ensure that all tasks are accomplished to meet any stated or implied deadline.
- Screening telephone calls and relaying accurate telephone messages in a timely manner.
- Communicating effectively with attorneys to ascertain their whereabouts.
- Ordering attorney lunches if requested.
- Reconciling attorney’s Amex statements and car service bills when received and providing client matter numbers for attorney lunches and dinners to accounting when requested.
- Setting up conference calls and coordinating conference room reservations.
- Ability to use a document management system such as iManage.
- Reading, sorting and prioritizing incoming mail. Preparing outgoing mail to ensure timely delivery either via messenger, car service or courier service and completing distributions as instructed.
- Responsible for maintaining contact database for assigned attorneys, including creating, editing and updating attorney contacts.
- Establishing and maintaining multiple calendars and reminder systems, including managing deadlines; scheduling meetings and appointments and making travel arrangements.
- Ability to communicate effectively with backup Administrative Assistants.
- Maintaining positive contact with clients and attorneys; communicating effectively with all members of staff and adhering to confidentiality guidelines.
- Greeting clients and visitors; maintaining good public relations with clients; observing confidentiality of attorney-client relationship.
- Maintaining records and filing system utilizing Autonomy Records Manager, including creating new files. Maintaining all attorney files, opening new matters and closing out inactive files.
- Preparing conflict of interest forms and new matter memo for new client matters.
- Inputting attorney time entries on a daily basis utilizing 3E Time Capture.
- Providing backup Administrative Assistant support to backup attorney assignments.
- Assisting Document Processing, Data Stewards, and Administrative Assistants with overflow work.
Knowledge, Skills, and Abilities Required
- High level of proficiency in Microsoft Office Suite including Word, Excel and PowerPoint.
- Proficient in use of Adobe Professional.
- Ability to work under pressure while maintaining a high degree of professionalism.
- Ability to foster a positive work environment.
- Possess a clear understanding of office procedures and ability to produce accurate legal documents with minimal supervision and under time constraints.
- Ability to proofread typed material for grammatical, typographical and spelling errors and understand proofreader’s marks.
- Excellent interpersonal communication skills.
- Flexible team player willing to collaborate with others to accomplish required tasks.
- Ability to work efficiently in a fast-paced, high-pressure environment. Must be flexible for multiple assignments and be able to work as part of a team as well as independently.
- Flexibility for overtime in the mornings, evenings, weekends and on holidays is required.
- Punctuality is a requirement
Education and Experience
- Bachelor’s degree preferred.
- Minimum five years’ experience as Legal Administrative Assistant or Executive Assistant.
Working Conditions
Normal office environment with little exposure to excessive noise, dust, temperature, etc.
Compensation and Benefits:
The expected base salary range for this role is $90,000.00-$100,000.00. plus overtime and bonus. The base salary offer is based on a variety of factors which includes, but not limited to, qualifications, education and experience.
Job Type: Full-time, Onsite
Salary: $90,000.00-$100,000.00. plus overtime and bonus
Date Active: 7/28/2024
Exempt/Not Exempt: Not Exempt