Legal Executive Assistant

New York, NY

Qualities

• Professional conduct; maintain sense of humor, stay calm and patient even when under pressure.
• Team player; anything to get the job done or move the Firm forward.
• Flexibility; multi-task.
• Stay ahead of Partner/Associates regarding conference calls, meetings, and finalizing, distributing documents/letters.

Skills

• Accurate typing and proofreading required.
• Familiar with calculator.
• Transcribe tapes/digital recorders.

Common Daily Workload Tasks

• Open and sort mail.
• Phone contact with clients-answer the phone professionally, be helpful and pleasant; most clients are stressed when calling in and you are likely the first voice they will hear.
• Reserve conference rooms for meetings. Provide the receptionist with names of expected guests. This information has to be entered to building security.
• Draft (redline), finalize memos, letters, other documents; distribution must be accurate-be sure all Exhibits are attached-scan document into Firm virtual FileRoom with Fedex receipt.
• Enter attorney time on a daily basis-use Time Builder Reports to help attorneys capture additional billable hours.
• Open new client/matter numbers and send Retainer Letter-send information to Accounting.
• Prepare draft Audit Response Letter.
• Organize documents, prepare Index and Closing Binders, burn CDs for clients and independent accountants and legal counsel.
• Use the Firm’s large file post facility to deliver extra-large files.
• Travel Reservations.
• Registrations for various conferences.
• Email conference call and meeting calendar invites for Partner/Associates. Daily review of Partner/Associate calendar to keep them on schedule.
• Enter client contact information in CRM software.
• Email technical announcements and post reports to the website.
• Be familiar with creating and/or editing Power Point and Excel documents.
• Printing complex emails and attachments-formatting Excel for printing.
• Personal work for Partner and/or associates, e.g., insurance forms, travel.
• Communicate with outside vendors/agencies to resolve errors with personal invoices.
• Coverage for evening support.
• Set up beverages/food for client meetings.
• Be willing and capable in assisting attorneys with their word processing issues.
• Covering other attorneys in firm when their assistant is not in the office.
• Accept Firm assignments in addition to tasks for assigned attorneys.