Legal Administrative Assistant

New York, NY

Summary:

Responsible for providing administrative support to a busy group of attorneys in a fast-paced, high-stress environment. The 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:

• 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 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 Required:

• 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 is required.
• Punctuality is a requirement

Education and Experience:

Bachelor’s degree preferred. 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 and Benefits:

The expected base salary range for this role is $90,000 - $100,000. The base salary offer is based on a variety of factors which includes, but not limited to, qualifications, education and experience.