Administrative Assistant

New York, NY

Summary

Responsible for providing administrative support to a busy group of attorneys at a premier boutique law firm in a fast-paced, high-stress 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 attorney.

Essential Duties and Responsibilities

• Prepares, formats, and revises correspondence, memoranda, legal documents, and forms.
• Prioritizes workflow to ensure all assignments are completed within stated or implied deadlines.
• Screens telephone calls and relays accurate messages in a timely manner.
• Communicates effectively with attorneys regarding schedules and availability.
• Reconciles attorney AmEx statements and car service invoices; provides client matter numbers for business meals as requested.
• Reviews, sorts, and prioritizes incoming mail. Prepares outgoing mail and packages for timely delivery via messenger, courier, or car service, and coordinates distributions as directed.
• Maintains attorney contact databases, including creating, updating, and editing contact information.
• Maintains multiple calendars and reminder systems; manages deadlines, schedules meetings and appointments, and coordinates travel arrangements, lunch/dinner reservations, and internal/external conferences.
• Maintains positive working relationships with clients, attorneys, and staff while adhering to confidentiality requirements.
• Greets clients and visitors, maintains positive client relations, and preserves the confidentiality of attorney-client matters.
• Maintains records and filing systems utilizing iManage Records Manager, including file creation, matter opening, records maintenance, and file closure.
• Provides administrative support coverage for assigned backup attorneys.
• Assists Document Processing, Data Stewards, Administrative Assistants, and other support departments with overflow work as needed.

Knowledge, Skills, and Abilities Required

• High level of proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Proficient in Adobe Acrobat Professional.
• Ability to work under pressure while maintaining a high level of professionalism.
• Ability to foster and maintain a positive work environment.
• Thorough understanding of office procedures and the ability to prepare accurate legal documents with minimal supervision and under strict deadlines.
• Ability to proofread documents for grammatical, typographical, and spelling errors and apply standard proofreading marks.
• Excellent interpersonal and communication skills.
• Flexible team player with a collaborative approach and willingness to assist others as needed.
• Ability to work efficiently in a fast-paced environment, manage multiple priorities, and work both independently and as part of a team.
• Flexibility to work overtime, including mornings, evenings, weekends, and holidays, as required.
• Demonstrated reliability and punctuality is a must.

Education and Experience

• Bachelor’s degree preferred; candidates with equivalent professional experience will also be considered.
• Minimum five years’ experience as Legal Administrative Assistant or Executive Assistant.

Working Conditions

Normal office environment with little exposure to excessive noise, dust, temperature, etc.

Compensation: $95,000.00-$105,000.00, plus overtime and bonus