An international law firm in midtown NY is seeking a Legal Practice Assistant.
GENERAL SUMMARY :
Provides secretarial/administrative support to lawyers and team.
CORE JOB FUNCTIONS/RESPONSIBILITIES:
Manage and maintain lawyers’ busy schedules and calendars.
Schedule and organize onsite and offsite meetings, conference, speaking engagements, client proposals and events. Working with Marketing and/or other office personnel, coordinate food and beverage services, reserve rooms and prepare materials.
Interface and establish ongoing positive business relationships with clients in person, by phone and/or email. Observe confidentiality of lawyer-client relationship.
Maintain lawyers’ contacts in Outlook and InterAction with accurate contact information and notes.
Answer and screen calls, field inquiries, relay messages, respond promptly to client needs; responds to email and voicemail as soon as possible (and no later than the following business day).
Create, format, edit, proofread and manage Word documents, Excel spreadsheets and PowerPoint presentations. Print and/or transmit via email as requested.
Draft routine correspondence, forms, etc.
Assist lawyers with Marketing and Business Development functions to include:
Access marketing materials (lawyers’ biographies, brochures, practices at a glance)
Print, collate and bind materials for use in meetings, pitches and proposals
Coordinate updates to lawyers’ biographies
Undertake internet research for lawyers’ business development as directed by lawyer(s)
Process and close time for lawyers adhering to weekly and monthly deadlines. Coordinate correction of time entry errors, when needed. If requested, track lawyers’ billable hours, create reports and maintain records.
Open new clients and matters following Records Department procedures. Prepare conflict of interest forms.
Perform routine filing, photocopying, scanning, faxing, compiling and distributing of documents. Identify and coordinate available services provided by administrative departments such as office services, finance, records. Follow-up on delivery and receipt acknowledgements.
Maintain client, administrative and personal filing (personal taxes; civic/charitable) for lawyers following established procedures. Prepare files using Legal Key procedures and maintain appropriate records for on and off site storage.
Coordinate domestic and foreign travel including hotel, flights, car rentals; prepare travel itineraries and materials for meetings during travel, important numbers, locations and contact names for events/meetings.
Track, organize and process SumTotal reports, reimbursements and check requests.
Maintain CLE records for lawyers.
Perform other related duties as required and assigned.
ADDITIONAL AREA(S) OF RESPONSIBILITY:
If assigned to a billing partner, assist in preparing financial proposals for new business as well as yearly rate increase proposals.
If assigned to a billing partner, efficiently handle billing responsibilities on a timely basis. This includes making corrections to billing summaries, calculating disbursements and transferring changes. Finalize, print and mail bills to clients and maintain accurate billing files. Requires regular follow-up and resolving issues pertaining to e-billing or billing disputes.
If assigned to a key client Relationship Partner, assist with the following:
Meetings : Plan, schedule and coordinate client team meetings. Send notices and agendas, reserve conference rooms, order food and beverages (if necessary) and prepare materials. Handle other identified items to ensure all participants are present and have the materials needed. Attend meeting to take notes regarding items discussed and follow up when needed or requested.
Relationship Map : List key client contacts the client team should be reaching out to on a regular basis; track client touches which will allow client team to see how often and with what purpose clients are contacted.
Newsletters/Updates : Document and share relevant client news related to new and recently closed matters with the client team and/or others that work on the client business development efforts.
News : Search the Internet for news articles on the client or competitors or internal client news. Send to the client team on a weekly basis and/or include in the newsletter/updates.
Client Page : Maintain the client page to organize and store the client team documents for ease of access when the partners need the information.
InterAction : Ensure the key client contacts are able to receive and are receiving relevant firm news and mailings and invited to relevant events.
KNOWLEDGE, SKILLS & ABILITIES :
College degree preferred
Preferred minimum typing speed of 65 wpm.
Ability to remain calm and function under pressure in a constantly changing environment while multi-tasking.
Ability to communicate effectively and diplomatically. Maintains confidentiality.
Is consistently at work and on time; ensures work responsibilities are covered when absent; and arrives at meetings and appointments on time.
Ability to proofread typed material for grammatical, typographical and spelling errors.
Exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; and makes timely decisions.
Must possess a strong work ethic.
Team player with the ability to communicate effectively; excellent verbal and written communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), as well as proficiency in formatting documents using Styles.
Availability to work overtime.
JOB CONDITIONS :
Availability for overtime and flexibility in daily schedule in order to accommodate unexpected crisis situations resulting from lawyers’ work needs. Some light lifting required in moving boxes of files, carrying books and reference materials to other administrative service areas.