Legal Assistant

A nationwide law firm is seeking a Legal Assistant for their NYC office. The ideal candidate should have 3 years of commercial litigation experience, be capable of supporting multiple attorneys, and be proficient in drafting and formatting briefs, including TOAs and TOCs. The candidate must also have experience in trial preparation, ECF filing, docketing, calendaring, and litigation procedures.

The work schedule is in-office every day for a 90-day probationary period, followed by a hybrid schedule of 4 days in the office and 1 day remote. The work week is Monday through Friday, totaling 37.5 hours per week (7.5 hours per day). The candidate must be willing to travel for trials, arbitrations, hearings, and other case-related projects, and be able to work overtime as needed.

The law firm offers a comprehensive benefits package, including medical, dental, life and disability insurance, 401(k) and profit-sharing plans, parking or transportation allowances, paid holidays, paid parental leave, employee leave, Employee of the Year and Ten-Year Service Awards, annual reviews, and discretionary year-end bonuses.

RESPONSIBILITIES:

• Provide high-level administrative support to multiple attorneys, managing and prioritizing workloads, including drafting, editing, formatting, and producing legal documents, correspondence, and other materials with accuracy.
• Prepare and file pleadings and legal documents with NY State and Federal Courts, ensuring compliance with procedural rules and deadlines.
• Open, organize, and maintain client files, both electronically and in hard copy, ensuring they are up-to-date, complete, and accessible.
• Coordinate and manage multiple attorneys’ calendars, scheduling meetings, court appearances, and other key appointments. Provide timely reminders to attorneys regarding critical deadlines and time-sensitive obligations.
• Review and edit documents for proper formatting, grammar, and spelling, ensuring all attachments, exhibits, and enclosures are complete and properly included.
• Assist in maintaining attorney timekeeping and billing by entering time, reviewing proforma bills, and preparing final billing statements and cover letters for client submission.
• Manage the intake process for new client matters, ensuring all relevant information is gathered and recorded for effective case management.
• Route incoming calls, mail, and visitors, maintaining a professional and responsive communication channel for attorneys and clients.
• Coordinate and handle travel arrangements for attorneys, including booking flights, accommodations, and transportation for client meetings, trials, and other professional obligations.
• Assist with closing client matters by preparing and formatting closing documents, signature pages, and binders in accordance with firm standards.
• Provide backup support to other secretaries and administrative staff as needed, ensuring seamless office operations and workflow.
• Perform general clerical duties such as filing, retrieving closed files, handling expense reimbursements, and maintaining office supplies.
• Execute additional duties and responsibilities as assigned to meet the evolving needs of the legal team and firm.

QUALIFICATIONS AND EXPERIENCE:

• Ability to support 5 or more attorneys, managing a high volume of work and prioritizing tasks effectively.
• Prior commercial litigation experience, including case management, drafting legal documents, and trial preparation.
• Proficient in e-filing in NY and Federal Courts.
• Experience with docketing systems and knowledge of calendaring, accurate tracking of deadlines, court dates, and other critical litigation milestones.
• Proficient in Table of Contents (TOCs) and Table of Authorities (TOAs), with the ability to prepare these legal documents accurately and in compliance with court rules and proper formatting for submission.
• At least 3 years of experience at an Am Law 100 firm.
• Demonstrated career longevity or stability.
• Bachelor’s Degree or equivalent work experience required.
• Excellent verbal and written communication skills.
• Superior organizational skills, with the ability to meet deadlines, prioritize, and manage workload.
• A positive and professional demeanor, with the ability to be a team player.
• Self-starter with the ability to work independently, proactively, and with attention to detail.
• Ability to thrive in a fast-paced work environment and perform well under pressure.
• Highly proficient in Microsoft 365.
• Willing to travel for trials, arbitrations, hearings, and other case-related projects.
• Able to work overtime as needed.
• Ability to lift or carry up to 20 pounds.