Legal Administrative Assistant

New York, NY 

Summary

Legal Administrative Assistant will provide administrative and organizational support for the office of the Business Unit Leader (BUL).  This may include support for the Business Unit Director and other attorneys. 

Key Responsibilities

• Manage extremely heavy calendar, including prioritization of meeting requests, identification and resolution of scheduling conflicts and communication of changes to BUL
• Manage complex travel arrangements, including booking airlines, hotels, local transportation and preparing a travel portfolio for each trip consisting of a travel itinerary, tickets, meeting and events schedules, etc.  Manage all expenses including collection of receipts, entry in on-line reimbursement system, tracking of payments and reconciliation
• Provide high touch telephone coverage, deliver messages promptly and accurately and follow up to ensure appropriate responses are made to all calls in a timely manner
• Handle all aspects of bill preparation and collections as required, including:  initiate pro formas; review, categorize and transfer time entries; finalize bills for partner review; coordinate and arrange to submit bills electronically
• Monitor and assist in managing correspondence including, but not limited to, email
• Set up and manage conference calls and video conferences
• Act as gatekeeper to executive through managing channels of communications, including phone and correspondence
• Draft memos, letters, emails, as needed
• Create, modify spreadsheets and PowerPoint presentations, as needed
• Scan and copy documents, as needed
• Handle and enter BUL’s diaries in the firm’s timekeeping system
• Perform other responsibilities as may be assigned from time to time
• Maintain hard copy and electronic files, including correspondence, expense reports, client bills, etc. 

Knowledge, Skills & Attributes

• Judgment:  Exhibits sound judgment and the ability to make reasonable decisions in a fast-paced work environment and in the absence of direction; swiftly refers problems/issues to the appropriate person(s) when necessary; and works effectively without constant or direct supervision or guidance.  Display high degree of discretion and ability to maintain confidentiality
• Initiative:  Demonstrates the ability to foresee problems and prevent them by taking action; utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs; and seeks clarification when needed
• Task management:  Leverages strong day-to-day organizational skills and attention to detail to balance conflicting priorities, manage workflow, meet deadlines and deliver a flawless work product
• Adaptability:  Demonstrates flexibility and maintains composure and positive demeanor in the face of rapidly changing demands and shifting priorities
• Client Service:  Interacts professionally with clients and associates at all times and promptly responds to requests with accuracy and a courteous demeanor
• Business Understanding:  Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates
• Time management:  Determines the appropriate allocation of time to tasks and assignments
• Space management:  Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
• Listening skills:  Understands that the most important aspect of communication is the act of listening and actively works to improve those skills
• Oral skills:  Speaks with confidence using clear, concise sentences and is easily understood
• Written skills:  Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Telephone/Email:  Uses high quality, professional oral and written skills (as described above) to project a positive image of the business
• Team Player:  Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.  Transitions work seamlessly to teammate
• Computer/Technical Skills: Displays proficiency using standard office equipment, e.g., computer, MSOffice Suite, fax, photocopier, scanner, etc. and demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new skills. 

Education & Experience

• College degree preferred
• Prior experience providing direct support to executive or organizational leader
• Minimum 5 years prior working experience
• Law firm or professional services experience a plus