Professional Assistant

New York, NY

Summary

This position is responsible for performing a variety of administrative and word-processing duties while exercising sound judgment over work priorities with minimal supervision. Strong legal and administrative skills, as well as the ability to multi-task and perform well under strict deadlines, are required. This position falls under the litigation group and works closely with other Professional Assistants in a Center team environment.

Responsibilities

• Types and edits documents quickly and accurately, proofreading for content and typographical errors.
• Utilizes firm technology (i.e. Microsoft Word, Excel, PowerPoint, Outlook) effectively.
• Completes work product according to instructions and within the requested time frame.
• Handles general administrative duties such as travel arrangements, meeting coordination, expense reports, time entry and the new business memorandum process with efficiency and in a proactive manner.
• Answers telephone calls, takes messages or provides information as appropriate.
• Opens and closes files as necessary, promptly handles the filing of legal or other administrative materials and sends materials to off-site storage as necessary.
• Attends training classes to keep up to date with technological advances and software upgrades.
• Provides additional back-up coverage to other Professional Assistants as needed.
• Performs other duties as assigned.

Qualifications

• High school diploma or equivalent
• Three years legal secretarial experience required.
• Bilingual proficiency required. Must be fluent in English and Spanish (speaking, reading, writing, and translating).
• Requires strong legal and administrative skills, as well as an ability to multi-task and perform well under strict deadlines.
• Must be extremely well organized and detail-oriented. Familiarity with document management systems a plus.
• Familiarity with the New Business Intake process is preferred.
• Experience required in the following applications:
  • Outlook – Able to schedule multiple calendar appointments and use Scheduling Assistant to check availability
  • MS Word
    • Able to use firm Styles to format document
    • Able to run red/blacklines and manage Track Changes documents with multiple reviewers (Litera)
    • Facility with and able to use DocXtools or native Word functions to fix/reformat documents
    • Familiarity with templates
  • Basic Knowledge of MS Excel/PowerPoint is preferred
  • Knowledge of Adobe/Kofax PDF – Manipulating documents (deleting pages, combining pdfs, redacting, adding headers/footers, adding Bates numbering) is preferred
  • Zoom
    • Familiarity with Zoom to setup meetings
    • Able to manage Zoom settings and functions as the host/proxy
  • Versed in technology, such as Chrome River, InTapp is a plus.
  • Must have excellent written and verbal communication skills and be able to follow instructions effectively.
  • Must be a self-starter who can work both independently or in a team environment.
  • Must possess excellent customer service skills and be flexible in handling changing priorities necessary to support business needs.
  • Must have professional telephone etiquette and excellent interpersonal skills.
  • Must score 40 wpm with 2% or lower error rate on the firm’s legal typing test and 76% or higher on the firm’s legal spelling test.
  • Must understand and maintain confidentiality of the attorney-client relationship.

Working Conditions

• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is primarily dependent on input from others.
• Long hours are required periodically and overtime may be required.

Compensation

$75,927 – $124,718 (nonexempt). The actual compensation may vary from posting based on geographic location, work experience, education and/or skill level.

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