Administrative Assistant

New York, NY

Summary

Responsible for various office administrative tasks such as travel arrangement, coordinating meetings, attorney file keeping, attorney time entries, answering phones, and assistance with library maintenance.  This position will provide support to the managing partner and team of attorneys. 

Responsibilities

• Provide day to day administrative support to assigned attorneys.
• Coordinate appointments, meetings, and business travel.
• Managing various attorneys’ calendar and coordinate with firm’s receptionists to schedule conference rooms and order food for in-house meetings.
• Enter time in firm’s time and billing system for various attorneys.
• Process outgoing mail, prepare by-hand packages, FedEx.
• Prepare expense reimbursement sheets for various attorneys.
• Enter contacts into the firm’s contact database InterAction.
• Light to medium word processing, including preparation of correspondence and memos.
• File maintenance for each attorney regarding such items as CLE information, travel information, conference information, reimbursement forms, health and FSA file maintenance and other information the attorney authorizes his or her secretary to keep.
• Work with Administrative Staff Manager to update existing publication and replace outdated books in attorney offices and library.
• Works on special administrative projects for the Managing Partner.
• Assist Marketing Department with special projects, such as holiday mailing and InterAction.
• Handles various other tasks as backup for secretaries on an as needed basis.
• Act as a backup for Reception.

Requirements

• 1+ years of previous experience working in an administrative support role
• Must demonstrate strong attention to detail, high level of organizational skills, and the ability to multi-task
• Excellent verbal and written communication skills
• Must be able to handle confidential information with the appropriate level of discretion
• Proficient in Office 365 – Excel, Word, Outlook, PowerPoint
• Resourceful, highly dependable, and efficient
• A high degree of professionalism, initiative, and independence
• Excellent communication skills
• Must be resourceful and work independently