Legal Practice Assistant, NYC

About The Client

We are recruiting on behalf of a leading international law firm positioned to represent the world's major corporations, investment funds, and financial institutions in their most critical and complex transactions and disputes. This firm is recognized by its clients as a strategic partner, valued for its deep commercial instincts and unwavering commitment to excellence, innovation, and integrated strengths across its global platform.

We are a collegial, collaborative organization where highly motivated individuals with an unwavering commitment to excellence receive the opportunity and support necessary to grow, thrive, and realize their greatest potential.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our administrative support team in a major metropolitan area.

The Role: Senior Legal Practice Assistant

The Senior Legal Practice Assistant provides comprehensive, high-level administrative support to multiple attorneys and other professional personnel within a specific practice group or department. This role operates as a crucial team member, collaborating with other assistants to manage and balance the collective workload efficiently.

Responsibilities

Core Administrative and Communication

• Call and Voicemail Management: Screens and routes high-volume telephone calls, reviews and transcribes voicemails, and responds to routine professional inquiries independently.
• Mail and Email: Opens, sorts, and processes attorney physical mail. Manages attorney inboxes, which includes reviewing, drafting, sending, and printing emails on their behalf.
• Calendar Management: Proactively manages and coordinates complex attorney calendars using Outlook.
• Contact Management: Creates and maintains client and external professional contacts in Outlook and the firm's client relationship management system.
• Billing Coordination: Manages the review and distribution of draft and final client bills, including communication with attorneys and accounting representatives to ensure timely completion.
• Time Entry: Accurately completes and submits attorney time entries.
  
  

Document and Project Management

• Document Preparation: Prepares and distributes correspondence and other legal documents, utilizing excellent proofreading and formatting skills with the ability to offer support and suggestions regarding grammar, spelling, and punctuation.
• Project Coordination: Manages complex projects and coordinates distribution, utilizing firm resources (such as word processing and duplicating services) and interacting with other departments for successful completion.
• Filing and Records: Organizes and maintains legal correspondence and document files, utilizing the firm's document management system (e.g., FileSite/iManage) and other internal software (e.g., Legal Key).
• Word Processing: Accurately and efficiently performs all required word processing functions in Word, PowerPoint, and Excel, and exhibits the ability to learn new firm programs and processes quickly.
  
  

Operational and Logistics

• Meeting Logistics: Schedules and coordinates complex internal and external meetings and/or conferences, interacting with facilities and catering to manage all related details.
• Matter Initiation: Coordinates the conflict check and new matter memo process for client onboarding.
• Travel and Expenses: Coordinates detailed travel arrangements and prepares expense reports.
• Overflow Support: Works with the Supervisor to coordinate overflow work, arrange desk coverage, and escalate items/issues requiring immediate attention and/or resolution.
  
  

Qualifications

Education and Experience

• Education: High School Diploma or equivalent required; a Bachelor’s degree is preferred. Equivalent education and professional experience directly related to the functions of the job may be considered.
• Experience: A minimum of 5 years’ professional administrative experience is required.
• Ideal Background: The ideal candidate will have prior experience as an executive assistant or senior secretary in a legal or financial services environment.
• Proactivity: Must possess the confidence and strong technical and administrative skills to proactively manage duties and responsibilities for the team in an organized, efficient manner.
  
  

Technical Skills

• Proficiency: Advanced proficiency in the Microsoft Office suite (Word, PowerPoint, Excel) is essential.
• Typing Speed: Strong typing skills with a minimum of 70 wpm are required.
• Software: Knowledge of Microsoft Visio is a plus.
  
  

Performance Traits

• Communication: Strong written and verbal communication skills, able to communicate effectively and professionally with all levels of the firm and outside vendors.
• Work Ethic: Must be a self-starter with a high level of initiative and able to work well in a diverse team environment.
• Stress Management: Ability to work under pressure, meet deadlines, and adapt to shifting priorities.
• Customer Focus: Strong customer service skills, able to anticipate needs and exercise sound independent judgment.
• Meticulous: Strong attention to detail, excellent organizational skills, and the ability to handle multiple projects simultaneously.
• Integrity: Maintains strict confidentiality and exercises discretion at all times.