Administrative Assistant

Hours: 10:00am-6:00pm
Status: Non-exempt

Responsibilities

• Answering attorneys’ direct phone lines.
• Processing and monitoring attorney expense reimbursements.
• Coordinating attorney travel arrangements and calendaring meetings and travel.
• Miscellaneous filing and organizing of documents in our document management system.
• Entering contacts into the firm’s contact database InterAction.
• Coordinating with reception to schedule meetings on the calendar and to order food for meetings.
• Entering time for attorneys in the firm’s time and billing software.
• Light personal admin assistance such as health insurance forms, making appointments, reservations.
• Assisting Paralegals, Marketing Department, and other Support Staff Departments on an as needed basis
• Handling light word processing (incl. letters, light edits, filling out forms);
• Communicating closely with the Word Processing department when it comes to deadlines to submit documents to court.
• Photocopying, faxing, scanning.
• Assisting with preparation of court forms:
• Knowledge of basic litigation and court procedures
• Knowledge of court fees for Supreme NY and SDNY and EDNY and who checks are made payable to
• Knowledge of Attorney Admission and ECF Information
• Familiarity with the list of cases their attorneys work on
• Assisting to back up reception and hospitality on an as needed basis.

Requirements

• Bachelor’s degree preferred.
• 1-3 years of related experience, law firm or related industry preferred.
• Excellent computer skills, including proficient knowledge of all Microsoft Office.
• Pleasant phone manner and communication skills.

• Ability to maintain composure under pressure.
• Must have strong interpersonal, written, and oral communication skills.
• Detail oriented; thorough with a focus on quality deliverables.
• Highly reliable and dependable; flexible and able to work against deadlines; uses sound judgment.
• Ability to maintain strict confidentiality and demonstrate high degree of discretion.
• Self-motivated with excellent time management skills; strong ability to multi-task.
• Must have can-do attitude and be a team player!