Legal Assistant

Our client (a global law firm) is looking for an Assistant out of their New York office. This high-touch, high-visibility role will provide exceptional client service and administrative support to attorneys, while also exhibiting a willingness to help any employee, visiting attorney, or client needing in-office assistance. The hallmark of this role is proactivity: leaning in and following up with their lawyers to support their practice needs and the needs of their clients.

Essential Duties and Responsibilities

Service Liaison

• Serve as a highly knowledgeable resource about the firm
• Collaborate with off-site word processing services, onsite Duplication and Office Services teams, Travel, Billing, and other firmwide departments to delegate work, provide quality checks, and meet deadlines
• Act as liaison between lawyers and IT User Support to address technical/software issues
• Collaborate with other Assistants across offices and departments/teams to ensure efficient and high-level support for lawyers, practice groups, and case/deal teams

Intake, Billing, and Filings

• Onboard new clients and open new matters in accordance with Conflicts Department procedures and oversee all related billing, calendaring, file and data maintenance
• Assist lawyers with court filings, act as liaison with Court Services Department

Lawyer and Practice Administration

• Clear understanding of Litigation and Corporate practices and associated business and operational processes, with the ability to work across the respective practice’s support, including business development and practice support teams
• Work directly with case teams and associated vendors to support and meet relevant needs, including trial space selection, translation services, and court reporters, among others
• Provide support to trial and deal teams in a firm-billable project assistant capacity, including as the onsite assistant for trial teams—a role that may entail after-hours and weekend work and include travel
• Work directly with deal teams to support and meet relevant needs, including preparing initial set of draft financing/M&A documents, signature packets (using DocuSign), and closing binders
• Support attorney case-related work, including document edits, research projects (compiling data into spreadsheets, pulling requested cases, etc.), and client or government letter drafts
• Provide meeting and travel support
• Perform filing, photocopying, scanning, faxing, compiling, mailing/delivery, and distribution of documents
• Manage and maintain lawyers' calendars, email inbox, telephone calls and messages; anticipate items that require follow-up
• Maintain your notary certification and provide notary services when requested
• Provide translation services if applicable, and coordinate translation services if requested

Marketing and Business Development

• Assemble marketing materials (lawyers’ biographies, one-pagers, pitch materials), using PowerPoint as required
• Request updates to lawyers’ biographies in collaboration with BD team
• Maintain lawyers’ contacts in Outlook and firm CRM
• Conduct internet research and coordinate with the knowledge services team to pull articles to support lawyers’ BD efforts
• Update BD team on lawyers’ BD activities (meetings, meals, speaking engagements, conference attendance)
• Submit sponsorships and charitable contribution invoices
• Provide support for BD-related events

Knowledge, Skills and Experience

• Minimum of 5 years experience working in a legal and/or professional services environment.
• High School diploma or equivalent is required
• Bachelor’s degree is preferred
• Must be proficient using MS Office products (Word, PowerPoint, Excel, Outlook), , have a minimum typing speed of 50 WPM, and be familiar with Intapp time entry, Elite billing systems, ECF, State and Federal Court rules, Lexis Nexis, PACER, ALN and eDocs
• Must have excellent grammar, communication and organizational skills (on-line and paper), as well as the ability to work under pressure and prioritize to meet deadlines
• Energetic self-starter who is highly customer service oriented and can work in a fast-paced, team environment
• Must be able to work overtime as needed
• Must be able to work in the office full time, when needed / requested.
• Must have demonstrated strong administrative skills in areas of organization, attention to detail, and travel and meeting planning
• Must possess exemplary writing skills, excellent communication, interpersonal and organizational skills
• Must be forward thinking, proactive, and able to demonstrate initiative while managing and meeting deadlines
• Must be able to keep projects on track while following up to ensure all parties are kept abreast on status of projects

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