Overview

New York, NY

Summary

Responsible for providing administrative support to a busy attorney in a fast-paced, high-pressure environment.  Ideal candidate is highly organized and detail-oriented with exemplary oral and written communication skills and ability to work well under pressure with minimal input from attorneys. 

Essential Duties and Responsibilities

  • Responsible for inputting of correspondence, memoranda, legal documents and forms.
  • Ability to prioritize workflow to ensure that all tasks are accomplished to meet any stated or implied deadline.
  • Screening telephone calls and relaying accurate telephone messages in a timely manner.
  • Communicating effectively with attorneys to ascertain their whereabouts.
  • Ordering attorney lunches if requested.
  • Reconciling attorney’s Amex statements and car service bills when received and providing client matter numbers for attorney lunches and dinners to accounting when requested.
  • Setting up conference calls and coordinating conference room reservations.
  • Ability to use a document management system such as iManage.
  • Reading, sorting and prioritizing incoming mail. Preparing outgoing mail to ensure timely delivery either via messenger, car service or courier service and completing distributions as instructed.
  • Responsible for maintaining contact database for assigned attorneys, including creating, editing and updating attorney contacts.
  • Establishing and maintaining multiple calendars and reminder systems, including managing deadlines; scheduling meetings and appointments; and making travel arrangements.
  • Ability to communicate effectively with backup Administrative Assistants.
  • Maintaining positive contact with clients and attorneys; communicating effectively with all members of staff and adhering to confidentiality guidelines.
  • Greeting clients and visitors; maintaining good public relations with clients; observing confidentiality of attorney-client relationship.
  • Maintaining records and filing system utilizing Autonomy Records Manager, including creating new files. Maintaining all attorney files, opening new matters and closing out inactive files.
  • Preparing conflict of interest forms and new matter memo’s for new client matters.
  • Inputting attorney time entries on a daily basis utilizing 3E Time Capture.
  • Providing backup Administrative Assistant support to backup attorney assignments.
  • Assisting Document Processing, Data Stewards, and Administrative Assistants with overflow work. 

Knowledge, Skills and Abilities

  • High level of proficiency in Microsoft Office Suite including Word, Excel and PowerPoint.
  • Proficient in use of Adobe Professional.
  • Ability to work under pressure while maintaining a high degree of professionalism.
  • Ability to foster a positive work environment.
  • Possess a clear understanding of office procedures and ability to produce accurate legal documents with minimal supervision and under time constraints.
  • Ability to proofread typed material for grammatical, typographical and spelling errors and understand proofreader’s marks.
  • Excellent interpersonal communication skills.
  • Flexible team player willing to collaborate with others to accomplish required tasks.
  • Ability to work efficiently in a fast-paced, high-pressure environment. Must be flexible for multiple assignments and be able to work as part of a team as well as independently.
  • Flexibility for overtime in the mornings, evenings, weekends and on holidays.
  • Punctuality.
  • Full C-19 Vaccination is required unless otherwise permitted by law.

 Education and Experience

  • Bachelor’s degree preferred.
  • Minimum three years’ experience as Legal Administrative Assistant or Executive Assistant.

Salary: Highly competitive above market compensation
Date Active: 1.18.2022
Exempt/Not Exempt: Non-Exempt