Legal Staff Legal Administrator in New York City, NY

Law Firm

New York City, NY

Legal Staff Legal Administrator in New York City, NY

Legal Staff

Min 10 yrs required

No

Job Title: Legal Executive Assistant II

Job Responsibilities:
- Participate in business development initiatives with assigned attorneys, practice groups, and other law firm attorneys as requested.
- Communicate directly with clients under the direct supervision of an attorney to transmit information or perform special factual research requests.
- Perform special factual research requests under attorney supervision, such as reviewing documentation and preparing a chronology of events or researching information regarding expert witnesses.
- Draft and edit correspondence, legal documents, memoranda, and other written materials as needed for attorney review and under attorney supervision.
- Organize and maintain client files, including pleadings, correspondence, and memoranda, as well as attorney files.
- Perform document organization tasks such as numbering, sorting, filing, and copying.
- Coordinate with attorneys on a continual basis to prioritize work to ensure timely turnaround and effective use of time to meet deadlines.
- Communicate with clients and other personnel inside and outside the law firm.
- Arrange appointments and travel reservations and maintain attorney calendars.
- Prepare and maintain time records.
- 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.
- Arrange and schedule meetings.
- Assist attorneys in preparing billing records, letters, and statements to clients.
- Prepare and submit timesheets, billing descriptions, and other law firm accounting documentation in a timely manner, as required.
- Interact with other law firm departments and resources to ensure completeness and accuracy of work product and effective use of law firm resources.
- Assist with overflow requirements or special law 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, under attorney supervision.
- Maintain the appearance and security of own and attorney offices.
- Open, prioritize, and distribute mail.

Non-Essential Functions:
- Complete other duties as assigned.

Education and Experience:
- Minimum of 10 years of legal secretarial experience required.
- High School diploma or equivalent is necessary.
- Some college education is preferred.

Success Factors:
- Demonstrated strong project management and/or presentation skills.
- Demonstrated strong writing, editing, and research skills.
- Excellent attention to detail skills.
- Demonstrated capacity for significant timekeeping.
- 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.
- Demonstrated excellent analytical and research skills.
- Demonstrated strong professional customer service skills.
- Working knowledge (hands-on) of Microsoft Office, Word, Lotus Notes, PowerPoint, Excel, and must remain current on all law 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 . to 5:30 ., Monday through Friday.