A top NYC law firm is seeking a Administrative Assistant/ Legal Assistant to join their firm.
•Prepare documentation for transaction closings, coordinate across functions to obtain signatures from Firm signatories and handle delivery of final documentation.
•Answer multiple phone lines, manage attorney calendars, schedule internal and external meetings, mail and messenger documents. Interface with all levels of personnel across the Firm and with external parties.
•Prepare materials for meetings and ensure team arrives for meetings on time.
•Attend team meetings and update meeting trackers after meetings.
•Handle documentation work, including editing, printing, collating and scanning. Draft and edit correspondence, memorandum and other documentation in Word and Adobe, work with Excel spreadsheets, create presentations in PowerPoint, run document comparisons.
•Coordinate travel arrangements.
•Responsible for document management, including electronic and physical files.
•Back up administrative coverage for other firm attorneys.
•Update Legal Team information logs and databases (e.g., legal entity information; counterparty information) and signatory authorities.
•Update and maintain team databases.
•Coordinate as may be necessary with international offices regarding document execution and meeting planning.
•Coordinate legal billing and work with external law firms, accounts payable and front office to ensure timely and accurate payment of legal bills.
•College degree, minimum GPA 3.0.
•Professional, friendly demeanor and strong interpersonal skills a must.
•Strong written and verbal communication skills.
•Ability to recognize and handle sensitive information with a high degree of discretion.
•Strong computer skills are a requirement. Substantial experience with MS Office Suite (including Outlook, Word, Excel and PowerPoint), Adobe, SharePoint, Document Management System (iManage/Autonomy), Document comparisons and electronic billing or other web-based systems a plus.
•Superior organizational skills and ability to manage multiple, time-sensitive projects in a demanding environment.
•Flexibility to work overtime is required.