Job Details
The Executive Legal Assistant will perform administrative and secretarial support for the firm as a whole, specifically for the attorneys to whom they are assigned.
Qualifications
- Minimum of 5 years legal secretarial experience required; 10 years experience preferred
- High School diploma or equivalent
- Some college preferred
Success Factors
- Demonstrate strong project management and/or presentation skills
- Demonstrate strong writing, editing, and research skills
- Excellent attention to detail
- Ability to manage multiple tasks and projects and complete them under time constraints
- Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
- Excellent communication skills
- Demonstrate excellent analytical and research skills
- Demonstrate strong professional customer service skills
- Working knowledge (hands-on) of Microsoft Office, Word, Outlook, PowerPoint, Excel, DTE/InTapp, Adobe, InterAction (a plus) and must remain current on all firm software where it impacts the responsibilities of the position
- Highly organized
- Team player
Work Environment
- Non-smoking environment
- Must be available to work beyond regular hours
- Must be able to work under tight deadlines and in stressful situations
- Available to work in the office from 9:30 a.m. 5:30 p.m. Monday through Friday (This position is based in our NYC office.)
Responsibilities
- Participate in business development initiatives with assigned attorneys, practice groups, and other firm attorneys as requested
- Coordinate opening new matters, including: conflict checks, the preparation of draft engagement agreements, emailing firm management for rate approval (if necessary), etc.
- Communicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
- Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, analyzing terms of insurance policies and preparing a summary, researching information regarding expert witnesses, etc.
- Draft and edit correspondence, legal documents, memoranda, and other written materials as needed for attorney review and under attorney supervision
- Assist attorneys in editing legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
- Organize and maintain client files such as pleadings, correspondence, and memoranda
- Organize and maintains attorney files
- Perform document organization tasks such as numbering, sorting, filing, and copying
- Assist in electronic file management of correspondence with clients
- Coordinate with attorney(s) on a continual basis to ensure timely turnaround and effective use of time to meet deadlines
- Communicate with other personnel inside and outside the firm
- Arrange appointments, meetings and travel reservations and maintains attorney(s) calendar(s)
- Provide telephone coverage, route calls, take messages, and place outgoing local and long distance calls as requested
- Prepare and secure proper approvals required for all accounting forms, petty cash, entertainment, trip accounts, etc.
- Prepare and submit timesheets, billing descriptions, and other firm accounting documentation in a timely manner, as required
- Assist attorney(s) in preparing billing records, letters, and statements to clients
- Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
- Assist with overflow requirements or special firm projects, providing coverage for secretaries who are absent, as required
- Obtain records or other information from various sources including: government agencies, libraries, legislative bodies, associations, and courts
- Complete other duties as assigned