Legal Team Assistant in New York City, NY

Law Firm

New York City, NY

Legal Team Assistant in New York City, NY

Law Firm Non Legal Department

No

Job Title: Legal Team Assistant

Job Responsibilities:
The Legal Team Assistant provides diverse administrative and organizational support to assigned principals and their team, ensuring the smooth operation of high-level initiatives. Key responsibilities include:
- Answering phones, transferring calls, taking messages, establishing conference calls, and using voicemail.
- Handling written and electronic correspondence, including proofreading, organizing, and sending materials to clients.
- Preparing and processing client bills and associated cover letters.
- Acting as a mentor to team members by answering queries and providing training.
- Leading departmental and firm projects and initiatives.
- Serving as an expert in the Legal Team Hub support group, fielding questions, and training less experienced colleagues.
- Preparing new matter reports and updating client/matter code lists.
- Liaising extensively with lawyers, principals, and clients, investigating and responding to appropriate requests.
- Managing lawyers’ Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions.
- Maintaining lawyers’ time entries in Carpe Diem.
- Monitoring professional development requirements for principals.
- Creating and updating comprehensive contact information using CRM best practices.
- Making travel arrangements and completing travel and expense reports in Concur.
- Managing workflow and coordinating projects with office services.
- Scheduling meetings, reserving rooms, coordinating video or audio equipment, and ordering food.
- Using MS Office to prepare documents, spreadsheets, and presentations.
- Maintaining document filing to firm standards, including Kwiktag.
- Utilizing the iManage document management system for all documents.
- Reviewing and processing administrative and personal charges via BillBack.
- Maintaining up-to-date handover notes to ensure consistent quality of service during absences.
- Performing all other necessary duties as assigned by the allocated principal, Legal Team Coordinator, or line manager for efficient functioning of the Department, Office, and Firm.

Interactions:
The Legal Team Assistant interacts regularly with Firm Lawyers, paralegals, and staff to facilitate the flow of all administrative work. Occasional interactions with clients, counsel, and court personnel are also expected. The Legal Team Assistant works closely with various departments such as Administration, Finance, Hospitality, Reception, Facilities, and Office Services, as well as members of all regional offices.

Education and Experience Information:
- Secondary level education is required; university studies are preferred.
- Previous legal secretarial experience in a large law firm is necessary, along with an understanding of structure and best practices.
- Typing speed of 65 words per minute and proficiency in MS Office (Word, Excel, PowerPoint, Outlook) are required.
- Excellent interpersonal and organizational skills are essential.
- High attention to detail and the ability to multi-task are crucial.
- Ability to prioritize, coordinate work, and maintain confidential information is required.
- Capacity to complete assignments within agreed deadlines by prioritizing workload.
- Ability to assume responsibility with minimal supervision, making independent decisions within the scope of assigned authority.
- Ability to work independently and as part of a collaborative team.
- Willingness to learn new skills as they become necessary.
- Ability to practice and foster an atmosphere of teamwork and cooperation.

Salary Information:
At the time of this posting, the pay range for this position in New York is to hourly. Actual compensation is commensurate with job-related knowledge, skills, experience, and location of the position.

Law firm is committed to ensuring equal employment opportunity and non-discrimination. The firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.