Legal Administrative Assistant

Job Description:

Based in New York, the Legal Administrative Assistant is responsible for working with attorneys and collaborating with their colleagues to coordinate daily activities while providing the highest level of administrative support.

This position is an integral part of the firm’s Legal Administrative Services Department, providing team-based administrative support to a group of attorneys in the New York and Washington, DC offices across various practice areas.

This role reports to the local Legal Administrative Services Manager and Director of Administration, receiving daily guidance from attorneys and Legal Administrative Coordinators.

Responsibilities include:

• Arranging office meetings, setting up conference rooms, organizing conference calls, coordinating catering, and managing equipment.
• Coordinating domestic and international travel through the firm’s travel agency.
• Researching and obtaining information, facilitating the completion of forms and processes, and handling administrative tasks, including processing invoices, reimbursements, and reviewing and entering time.
• Creating, editing, and proofreading legal documents, spreadsheets, and other materials.
• Drafting letters, spreadsheets, presentations, and templates, including complex formatting and document preparation.
• Preparing corporate closing binders and signature packets.
• Coordinating and scheduling depositions.

Job Requirements:

Qualifications

• Ability to work effectively as a member of a team, delivering a high level of quality attorney and client service.
• A comprehensive knowledge of legal office procedures; demonstrates initiative and good judgment in handling tasks in a timely and professional manner with limited supervision.
• Comfortable functioning within a team environment. Effectively works with peers to ensure the highest level of associate support.
• Strong interpersonal, verbal, and written communication skills.
• Strong attention to detail, organization, and the ability to prioritize multiple tasks and problem solve while remaining calm in deadline-driven situations.
• Excellent grammar, punctuation, proofreading, and spelling skills.
• A strong work ethic, punctuality, and reliability.
• Ability to exercise discretion with confidential and sensitive information.
• Ability to work overtime as necessary.

Experience

• College degree preferred.
• A minimum of 3 years of relevant experience, preferably in a law firm or other professional services environment.
• Highly proficient in Microsoft Word, Excel, and PowerPoint.
• Experience in Adobe, Workshare Compare, Best Authority and Litera Forte preferred.