Overview

New York, NY 

Summary

Provide legal administrative and billing support to the Global Co-Managing Partner and Global Head of Disputes, working closely with and under the guidance of the Executive Assistant. 

Key Responsibilities

  • Coordinate and schedule multi-party/time-zone calls, meetings, travel and other events, and manage highly active calendar in Outlook.
  • Enter diary narratives into Intapp.
  • Handle all aspects of bill preparation, including, for example:  initiate pro formas; review, categorize, edit and transfer time entries; prepare and finalize bills for partner review; mail or submit bills electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve payment or outstanding issues.
  • Prepare and submit expense reports using Chrome River.
  • Support new business intake, including, for example:  request and follow-up on conflict checks; prepare forms to open new client matters; submit electronic approvals.
  • Answer telephone calls, promptly convey accurate messages, and execute appropriate follow-up to ensure closure/response.
  • Manage contacts lists in Outlook and/or Interaction.
  • Execute various additional administrative duties, including, for example: creating and maintaining paper and electronic files; handling photocopy, scanning, and print requests.
  • Create, edit, format and proofread letters, memos and other documents using Microsoft Word, PowerPoint, Excel, iManage, and Change-Pro as necessary.  Compose routine correspondence and emails, as needed.
  • Assist with the coordination of business development, marketing, social and other events.
  • May assist partner with personal requests (i.e., maintaining personal files, contacts, calendar).
  • Other duties and responsibilities as assigned. 

Knowledge, Skills & Attributes

  • Excellent client service and verbal and written communication skills
  • Strong attention to detail and accuracy
  • Strong knowledge of computers and software applications (MS Word, Excel, PowerPoint, iManage, Outlook, Interaction, Elite, Intapp and Chrome River, specifically)
  • Hands-on legal billing experience (handling all aspects of billings and collections)
  • Ability to prioritize and handle multiple concurrent tasks
  • Ability to think clearly and work well under pressure in a demanding environment
  • Ability to exercise judgment, diplomacy and discretion in handling matters of a confidential and sensitive nature
  • Strong calendaring skills (view, edit, send, create and respond on partner’s behalf)
  • Strong interpersonal skills, with the ability to work effectively and flexibly with colleagues and clients all levels
  • Ability to influence without authority
  • Ability to master new technology using on-line training tools 

Education & Experience

  • At least five years of secretarial experience preferred (legal secretarial experience preferred)
  • 4-year college degree or equivalent preferred
  • High school diploma or GED required 

Physical Activity/Other Miscellaneous

  • Flexibility to work outside standard business hours as required, including morning, evening and weekends
  • Ability to work at 599 Lexington Avenue location on regular basis
  • Ability to lift and carry up to 15 pounds

Salary: $84,000.00-$103,000.00, dependent on experience
Date Active: 2.2.2023
Exempt/Not Exempt: Non-Exempt