Legal Recruiting Administrative Assistant

New York, NY

Overview

Support the Legal Recruiting Director of the New York office in all administrative tasks including assisting incoming, international and summer associates in all areas related to employment verifications, reimbursements of expenses and fees and working closely with these lawyers and numerous Firm departments.

Responsibilities

• Administrative support for the Legal Recruiting Director of the New York Office including answering the phone, maintaining calendar, making travel arrangements, filing documents, etc. as well assisting with directing questions to appropriate parties in Recruiting team
• Assists both Legal Recruiting Director and Manager with tasks such as creating decks and recruiting reports, making copies, printing and input of resumes and transcripts, booking conference rooms for meetings and registering visitors to the firm
• Prepare invoices for Legal Recruiting Director’s approval and forward to appropriate departments for processing
• Review all reimbursements from summer associates and lawyers and prepare for Recruiting Director’s approval
• Distribute the annual associate surveys including Vault and AmLaw
• Prepare nametags for all internal and external events and attend as needed to distribute nametags
• Update reports and related materials on the legal recruiting Firm Net site
• Assist with collecting summer associate reviews
• Schedule exit interviews for departing summer associates.
• Follow up with lawyers as needed to ensure that applicant evaluations are complete and entered in VI recruit
• Assist with greeting applicants upon arrival and escorting them to interviews
• Ensure that recruiting suite has current marketing materials and catering is ordered for candidates.
• Input data for all appropriate information for students and new hires as well as all incoming applications into the recruiting software
• Distribute incoming mail to the appropriate Legal Recruiting and Legal HR team members
• Follow up with lawyers as needed to ensure that applicant evaluations are complete and entered in VI recruit
• Assist in the preparation of candidate and interviewer files
• Prepare and update general fall recruiting calendar and on campus interviewer line up
• Answer general firm questions and ensure an on-time candidate schedule is maintained with the lawyers
• Ensure all summer and full-time associate files are created, maintained, sent to storage or destroyed as needed
• Coordinate with the Legal Recruiting team on the logistics for the summer associate orientation programs; including, ensuring summer associate ID badges, new hire paperwork and gifts are prepared
• Collect and file summer associate departure memos
• File all summer associate meal expense forms

Qualifications

• Bachelor’s degree preferred
• Experience with Chrome River strongly preferred
• Ability to work in fast paced environment
• Excellent interpersonal, client service, and written and verbal communication skills
• Excellent organizational skills
• Ability to multi-task
• Demonstrates proactive initiative
• Ability to work independently and as a member of the team