Executive Assistant

Legal Executive Assistant

New York, NY

One of the nation’s largest law firms devoted exclusively to international trade and customs matters is seeking a Legal Executive Assistant. The firm represents a wide variety of clients, ranging from privately held companies to Fortune 100 corporations engaged in the manufacture and distribution of textiles, consumer electronics, foodstuffs, computer and telecommunications equipment, pharmaceuticals, chemicals, automotive products, steel, wearing apparel, agricultural products and a host of other consumer and industrial products. Their practice is highly transactional involving a large number of diverse client inquiries requiring expedited responses.

Summary

This Legal Executive Assistant position reports to the Firm’s senior partners and provides support to four to five attorneys.

Responsibilities

• Open new client matters; coordinating as necessary with other departments to ensure firm procedures are properly followed
• Enter new client contact info into CRM system
• Prepare PowerPoint presentations
• Draft and finalize retainer and audit letters
• Draft, edit, finalize correspondence; review and redline a variety of agreements
• Calendar and arrange travel; prepare itineraries
• Register and coordinate meetings and conferences, including logistics and related arrangements
• Prepare expense reports, check requests
• Enter attorney time entries in time keeping system, as required
• Maintaining partners’ client files
• Maintaining partners’ CLE credit files
• Answer and direct calls, set up Teams calls
• Print and organize client emails and attachments in binders for attorney
• File attorney’s emails in correct client files on document management system
• Complete medical claims forms and forward to the insurance company
• Support and back up other Legal Executive Assistants and Receptionist
• Other ad hoc projects which may include personal tasks for Partner

Qualifications

• Possess strong initiative, demonstrating an ability to resolve issues/problems independently; have strong organizational skills; be able to work independently as well as in a team setting and have the ability to manage multiple projects/tasks at a time
• Demonstrate professional maturity
• Possess strong interpersonal skills
• Be a team player, willingness to actively contribute and share responsibility with other Admins in order to complete tasks, meet goals or manage projects.
• Be willing and able to actively listen to others within the organization, respect ideas and aim for continuous improvement in processes and procedures.
• Be proficient in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint), and social media platforms
• Other essential requirements for this position include the ability to communicate in a professional manner to develop rapport with clients; maintain strong working relationships with colleagues; exhibit meticulous attention to detail; handle confidential and sensitive information; and possess strong proofreading and typing skills

Firm offers comprehensive benefits and $80,000.00-$100,000.00, plus overtime and bonus