Legal Practice Team Assistant

Position Summary:

A top boutique law firm is seeking a Practice Team Assistant to join their Corporate Department team. Primarily responsible for providing day-to-day administrative and operational support to the Corporate Department Co-Chairs in connection with various administrative projects and tasks. Specific duties include, but are not limited to, the following:

Key Responsibilities:

• Collect and monitor weekly associate staffing reports, monitor and coordinate attorney vacations and absences, and monitor attorney workload and availability.

• Coordinate scheduling of attorney trainings, department information sessions and attorney reviews.

• Help maintain form document library and other information directories.

• Track status of long-term department projects.

• Assist with client-related administrative matters (e.g., pitches, fee estimates, events, etc.).

• Collaborate and liaise with the transaction paralegal group, other legal departments, HR, operations and marketing to facilitate operational tasks.

• Organize department meetings and other periodic department events both in and out of the office. Reserve conference rooms and venues, arrange for lunches, other event refreshments. Set and prepare agendas, publicize and track attendance for all such events.

• Provide other administrative and legal support such as handling information requests and preparing reports and other materials.

• Support business development and marketing efforts in the Corporate Department.

• Assist with establishing and monitoring department budget and related matters.

• Collect operational suggestions from department members.

• Perform to earn supervisors’ full confidence and trust in all interactions; being mindful of quality of work, timeliness, and asking any question necessary for successful completion of assigned tasks.

• Handle confidential and sensitive information with the appropriate discretion.

• Prepare documents to support team members’ overflow work, which may include creating or revising documents, proofreading end-product for accuracy and ensuring timely delivery of work.

• Provide high-level administrative support such as preparing correspondence for signature and coordinating with different departments as necessary.

• Prepare and process expense reports, check requests, reimbursement forms, invoice submissions, etc. in accordance with accounting guidelines.

• Schedule, coordinate events as well as confirm meeting space and/or conference calls for team members’ meetings.

• Coordinate travel arrangements and travel-related services.

• Track any travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits, and refunds through to completion.

• Enter daily time for timekeepers as requested.

• Complete e-Records filing requests, including saving and naming documents in iManage or other approved databases.

• Consistently support business development in the firm, including taking ownership of contact information for attorney’s contacts and updating, maintaining, and resolving conflicts.

• Assist attorneys with word processing needs, prepare structure charts and perform similar word processing functions.

• Coordinate attorney calendars.

• Distribute client alerts.

• Organize client and marketing events and activities, including preparing and distributing invitations and mailings, making reservations, managing guest lists and other client-related matters.

• Assist with attorney social media activities.

• Assist attorneys in distributing documents and other materials via email and other means.

• Assist in obtaining electronic signatures from parties to transactions.

• Manage and handle attorney billing, including tracking billing addresses, payment arrangements and similar tasks.

• Assist with all other special projects, administrative tasks, or duties as assigned.

Skills & Experience:

Required:

• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other applications.

• Availability to work overtime, as required.

• Previous office experience as an Administrative Assistant, Project Coordinator or similar role.

Preferred:

• Bachelor’s degree.

• Previous law firm or professional services industry experience.