Legal Administrative Assistant

New York, NY

Summary

A global midsize law firm is seeking an Administrative Assistant to provide support to a team of attorneys as well as the managing partner as needed.  This role is responsible for various office administrative tasks such as travel arrangements, coordinating meetings, attorney file keeping, attorney time entries, answering phones, and assistance with conflict checks. The Administrative Assistant will report to the Global Office Services Manager and work collaboratively with all members of the Office Services department and Conflicts team.

Responsibilities

• Provide day-to-day administrative support to assigned attorneys.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
• Handle matters expeditiously and proactively, follow-through on projects to successful completion, often with deadline pressures
• Coordinate appointments, meetings, and business travel.
• Manage various attorneys’ calendars and coordinate with firm’s receptionists to schedule conference rooms and order food for in-house meetings.
• Enter time in firm’s time and billing system for various attorneys.
• Process outgoing mail, prepare by-hand packages, FedEx.
• Prepare expense reimbursement sheets for various attorneys.
• Enter contacts into the firm’s contact database.
• Light to medium word processing, including preparation of correspondence and memos.
• File maintenance for each attorney regarding such items as CLE information, travel information, conference information, expense reimbursement forms, and other information the attorney authorizes his or her secretary to keep.
• Work with the Global Office Services Manager on projects as requested
• Assist our Conflicts team with incoming conflict check and intake requests by reviewing and interpreting conflict report results, analyzing conflict reports, reviewing business intake forms, and conducting corporate research
• Serve as backup for Conflict Checks as directed, covering assigned days, including collaboratively scheduled weekend days.
• Work with the Global Office Services Manager to update existing publications and replace outdated books in attorney offices and library.
• Assist Marketing Department with special projects such as holiday mailings.
• Handles various other tasks as backup for other Administrative Assistants and Reception on an as needed basis.
• Ad hoc projects and assisting other support departments as needed.

Requirements

• Bachelor’s degree required
• 2+ years of previous experience working in an administrative assistant, high-touch role
• Must demonstrate strong attention to detail, high level of organizational skills, and the ability to multi-task.
• Excellent verbal and written communication skills
• Must be able to handle confidential information with the appropriate level of discretion.
• High proficiency in Office 365 – Excel, Word, Outlook, PowerPoint required.
• Resourceful, highly dependable, and efficient
• A high degree of professionalism, initiative, and independence.
• Excellent communication skills.
• Must be resourceful and work independently.

This position is based in our New York office with a current shift of 10am-6pm and a hybrid schedule of 3 days in-office, 2 days working remotely.

Compensation

This is a nonexempt overtime-eligible role with an expected base salary range of $61,000.00-$75,000.00, plus overtime and bonus, depending on experience.

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