Legal Administrative Assistant

New York, NY

Job Description

Summary

A premier boutique law firm is seeking an Administrative Legal Assistant to provide administrative support to a team of attorneys and other support departments, including inter-departmental support. The environment is fast-paced and high-pressure. The ideal candidate will be highly organized, technologically proficient, detail-oriented, and possess exceptional oral and written communication skills. The ability to work independently, manage tasks efficiently, and perform well under pressure with minimal supervision is essential. Shift: Monday–Friday, 5:30 p.m.–1:30 a.m.

Essential Duties and Responsibilities

• Prepare letters, memos, presentations, and spreadsheets using Microsoft Word, PowerPoint, and Excel.

• Conduct research on legal and financial topics utilizing various media platforms.

• Maintain the contact database for assigned attorneys, including creating, editing, updating, and resolving attorney contacts.

• Assist with overflow tasks from Administrative Assistants and other departments, including Document Processing, Data Stewards, Paralegals, and Automated Litigation Support.

• Set up conference calls and coordinate conference room reservations.

• Redline, revise, proofread, and draft legal correspondence, speeches, and articles with precision and attention to detail.

• Communicate effectively with attorneys to determine their whereabouts.

• Screen telephone calls and relay accurate messages promptly.

• Open new matters and prepare conflict of interest memos.

• Enter attorney time entries daily using 3E Time Capture.

• Order lunches for attorneys as needed.

• Reconcile attorneys' Amex statements and car service bills upon receipt, including working with Accounting on client/matter inquiries.

• Use document management systems to create new files and close inactive files.

• Prepare outgoing mail for timely delivery and read, sort, and prioritize incoming mail.

• Schedule meetings, manage calendars, and arrange travel.

• Communicate effectively with backup Administrative Assistants and provide support for attorneys as needed.

• Maintain positive relationships with clients, attorneys, and staff.

• Adhere to strict confidentiality policies.

• Perform various administrative and clerical tasks as assigned.

Qualifications

• Ability to research legal topics using multiple platforms.

• High level of professionalism and confidentiality.

• Strong organizational and time-management skills.

• Excellent interpersonal, written, and verbal communication skills.

• Ability to multitask and meet deadlines.

• High proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Knowledge of Adobe Acrobat Professional.

• Proficient in using professional technology tools and social media platforms.

• Ability to work under pressure while maintaining professionalism.

• Ability to foster a positive and collaborative work environment.

• Ability to proofread typed material for grammatical, typographical, and spelling errors, including understanding of proofreading marks.

• Knowledge of Bluebooking is a plus.

• Must be flexible for multiple assignments and able to work both independently and as part of a team.

• Flexibility to work overtime, including mornings, evenings, weekends, and holidays, is required.

• Knowledge of Interaction, 3E Time Capture, iManage, and iManage Records Manager is a plus.

• Proactive self-starter who anticipates needs and takes initiative.

• Adaptable and receptive to cross- and inter-departmental training to support other teams effectively.

• Ability to apply best practices to enhance organizational collaboration and efficiency.

• Punctuality is essential.

• Bachelor's degree or equivalent work experience required.

• Minimum of three years' experience in a corporate legal environment.

Compensation: $65,000.00-$70,000.00, plus overtime and bonus