What are the responsibilities and job description for the Lead Administrative Assistant - Law Firm position at RecruitHook?
A renowned global law firm in New York City is seeking a proactive, highly organized, and experienced Lead Assistant to the Managing Partner. This pivotal role will support the Managing Partner in executing strategic initiatives, overseeing office operations, and driving firm-wide administrative efforts. As the Managing Partner's trusted right hand, you will play a crucial role in ensuring the smooth and efficient daily functioning of the firm.
Responsibilities:
- Serve as the principal administrative support to the Managing Partner, proactively managing the calendar, inbox, and communications. Assist in the execution of high-level management initiatives and firm-wide operations.
- Ensure adherence to the firm’s Client File Maintenance policy, ensuring both digital and physical files are accurately maintained in iManage. Oversee the timely and compliant closing of client files, ensuring workroom practices align with firm records policies.
- Collaborate with attorneys to ensure that client-related materials (emails, documents, etc.) are properly filed and organized within iManage, preventing improper storage on personal drives. Provide expert administrative support for file organization and management, ensuring all documents meet firm standards.
- Draft, proofread, and edit letters, legal documents, and correspondence, often from handwritten drafts, notes, or dictation. Ensure all documents meet the firm's style requirements and are free of errors.
- Take the lead in coordinating and managing the Managing Partner’s travel arrangements, meetings, and events, including ensuring logistical arrangements for conference calls, conferences, room reservations, and catering or tech setups for video conferences.
- Oversee and process expense reports and payment requests for the Managing Partner, ensuring accuracy, compliance with internal coding systems, and prompt submission to avoid delays in payment.
- Take ownership of special projects and firm initiatives, working closely with the Managing Partner to ensure successful execution and delivery on key tasks.
Qualifications
- Prior experience in a legal secretarial or legal assistant role, with a comprehensive understanding of legal processes and terminology.
- Ability to manage confidential and sensitive information with integrity and discretion, demonstrating sound judgment and initiative in daily operations.
- Strong ability to prioritize, manage multiple responsibilities, and maintain meticulous attention to detail in a fast-paced environment.
- Expertise in Microsoft Office and PDF management required. Familiarity with iManage and other legal software applications is strongly preferred.
- Superior written and verbal communication skills, with a focus on professionalism and client service.
