Executive Legal Assistant

2 weeks ago

New York, United States Sage Solutions Full time

The Executive Legal Assistant will perform administrative and secretarial support for the firm as a whole, specifically for the attorneys to whom they are assigned.


Qualifications

  • Minimum of 5 years legal secretarial experience required; 10 years experience preferred
  • High School diploma or equivalent
  • Some college preferred


Success Factors

  • Demonstrate strong project management and/or presentation skills
  • Demonstrate strong writing, editing, and research skills
  • Excellent attention to detail
  • 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
  • Demonstrate excellent analytical and research skills
  • Demonstrate strong professional customer service skills
  • Working knowledge (hands-on) of Microsoft Office, Word, Outlook, PowerPoint, Excel, DTE/InTapp, Adobe, InterAction (a plus) and must remain current on all 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 a.m.– 5:30 p.m. Monday through Friday (This position is based in our NYC office.)


Responsibilities

  • Participate in business development initiatives with assigned attorneys, practice groups, and other firm attorneys as requested
  • Coordinate opening new matters, including: conflict checks, the preparation of draft engagement agreements, emailing firm management for rate approval (if necessary), etc.
  • Communicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
  • Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, analyzing terms of insurance policies and preparing a summary, researching information regarding expert witnesses, etc.
  • Draft and edit correspondence, legal documents, memoranda, and other written materials as needed for attorney review and under attorney supervision
  • Assist attorneys in editing legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
  • Organize and maintain client files such as pleadings, correspondence, and memoranda
  • Organize and maintains attorney files
  • Perform document organization tasks such as numbering, sorting, filing, and copying
  • Assist in electronic file management of correspondence with clients
  • Coordinate with attorney(s) on a continual basis to ensure timely turnaround and effective use of time to meet deadlines
  • Communicate with other personnel inside and outside the firm
  • Arrange appointments, meetings and travel reservations and maintains attorney(s) calendar(s)
  • 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.
  • Prepare and submit timesheets, billing descriptions, and other firm accounting documentation in a timely manner, as required
  • Assist attorney(s) in preparing billing records, letters, and statements to clients
  • Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
  • Assist with overflow requirements or special 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
  • Complete other duties as assigned

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