Administrative Assistant

New York, NY

Summary

Responsible for providing administrative support to a busy group of attorneys at a premier boutique law firm in a fast-paced, high-stress environment. Ideal candidate is highly organized and detail-oriented with exemplary oral and written communication skills and ability to work well under pressure with minimal input from attorney.

Essential Duties and Responsibilities

Prepares, formats, and revises correspondence, memoranda, legal documents, and forms.

Prioritizes workflow to ensure all assignments are completed within stated or implied deadlines.

Screens telephone calls and relays accurate messages in a timely manner.

Communicates effectively with attorneys regarding schedules and availability.

Reconciles attorney AmEx statements and car service invoices; provides client matter numbers for business meals as requested.

Reviews, sorts, and prioritizes incoming mail. Prepares outgoing mail and packages for timely delivery via messenger, courier, or car service, and coordinates distributions as directed.

Maintains attorney contact databases, including creating, updating, and editing contact information.

Maintains multiple calendars and reminder systems; manages deadlines, schedules meetings and appointments, and coordinates travel arrangements, lunch/dinner reservations, and internal/external conferences.

Maintains positive working relationships with clients, attorneys, and staff while adhering to confidentiality requirements.

Greets clients and visitors, maintains positive client relations, and preserves the confidentiality of attorney-client matters.

Maintains records and filing systems utilizing iManage Records Manager, including file creation, matter opening, records maintenance, and file closure.

Provides administrative support coverage for assigned backup attorneys.

Assists Document Processing, Data Stewards, Administrative Assistants, and other support departments with overflow work as needed.

Knowledge, Skills, and Abilities Required

High level of proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Proficient in Adobe Acrobat Professional.

Ability to work under pressure while maintaining a high level of professionalism.

Ability to foster and maintain a positive work environment.

Thorough understanding of office procedures and the ability to prepare accurate legal documents with minimal supervision and under strict deadlines.

Ability to proofread documents for grammatical, typographical, and spelling errors and apply standard proofreading marks.

Excellent interpersonal and communication skills.

Flexible team player with a collaborative approach and willingness to assist others as needed.

Ability to work efficiently in a fast-paced environment, manage multiple priorities, and work both independently and as part of a team.

Flexibility to work overtime, including mornings, evenings, weekends, and holidays, as required.

Demonstrated reliability and punctuality is a must.

Education and Experience

Bachelor’s degree preferred; candidates with equivalent professional experience will also be considered.

Minimum five years’ experience as Legal Administrative Assistant or Executive Assistant.

Working Conditions

Normal office environment with little exposure to excessive noise, dust, temperature, etc.

Compensation: $95,000.00-$105,000.00, plus overtime and bonus