Team Assistant

We are currently recruiting for a Team Assistant to join our New York office.

Joining as the Team Assistant you will be an integral member of the US Hub. The US Hub is composed of Team Executives and a Team Assistant who support our NYC, LA and Austin offices, and other location's Hubs as directed. The team is responsible for providing proactive and effective general administration assistance to our Lawyers across a diverse range of tasks.

As the Team Assistant, you will ensure the smooth day to day running of the Hub. You will be responsible for taking requests from the HUB as directed and assigned by the Team Leader and/or the Office Administrator. As a team assistant you will not be directly supporting the Partners unless directed by the Team Lead.

Job Overview:

• Creating and amending documents from various formats including PowerPoint presentations.
• Supporting in-office tasks such as printing, collating and binding of documents.
• Locating or filing documents into document management system.
• Assisting with the monthly billing process: generating billing guides for attorney review, making amends on the invoices which may include narratives and hours, if needed and send draft invoices for review and finalizing invoices.
• Assist team executives with fee earners time entries.
• Expense management, including gathering, checking and inputting expenses into the expense system.
• Assisting with matter opening and maintenance.
• Updating Interaction records and contact details, including creating and adding diary or file notes.
• Assisting with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents.
• Attending client events to provide assistance with welcoming and registration, where relevant.
• Adding and updating purchase orders.
• Assisting and managing travel arrangements.

As part of the role, you will be responsible for providing backup coverage for facilities and reception, these tasks may include:

• Assist in maintaining the office space ensuring that all areas remain clean, organized and fully stocked, including the pantry, kitchen and storage room under the direction of the facilities coordinator.
• May occasionally be responsible for light housekeeping duties such as loading the office dishwasher and cleaning shared spaces after lunches or events as directed by the facilities coordinator.
• Assist with the set-up and break-down of meetings, conferences, and events that take place in the office as directed by the facilities coordinator.
• Back up for Reception over lunch hours and absences.

Knowledge, Skills and Abilities:

• Minimum 1-2 years of administrative experience. Law firm experience preferred.
• Associate's or Bachelor's degree preferred.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
• Familiarity with iManage, Intapp Time, Chrome River, 3E, Teams/Zoom is a plus.
• Proven ability to learn and adapt to new software applications.
• Proactive problem-solving and project management skills.
• Ability to work independently, multi-task, and prioritize effectively in a fast-paced environment.
• Strong detail orientation, time management, and organizational skills.
• Excellent verbal and written communication skills.
• Collaborative and flexible team player with a focus on delivering high-quality support.

Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.

New York, NY - $60,000 - $75,000

This position is required to be on-site 5 days a week.

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