Legal Administrative Assistant

2 weeks ago

New York, United States Friedman Williams Full time

Legal Administrative Assistant


Overview

Our client seeks a Legal Administrative Assistant to join their busy IP and Trademark team. This role provides high-level secretarial and administrative support to attorneys and other members of the practice group. Key responsibilities include managing attorney calendars, maintaining department files, making travel arrangements, drafting client communications, and scheduling phone and video conferences.


Responsibilities

  • Drafting Engagement Letters: Prepare and submit engagement letters to potential clients. Process new client/matter cases into the in-house database for conflict checks.
  • Document Preparation: Prepare, edit, proofread, and maintain a variety of legal documents and files for attorney review. Draft and edit legal documents, run compares (redlines), Table of Authorities (TOAs), and Table of Contents (TOCs). Transcribe information from typed or handwritten notes, or dictation.
  • Budget Management: Develop and maintain the practice group's annual budget and update as necessary.
  • Client Interaction: Receive clients and visitors; maintain good public relations with clients; observe confidentiality of the attorney-client relationship.
  • Regulatory Compliance: Liaise with team members to ensure appropriate client filings and regulatory requirements are met.
  • Time and Billing Management: Process and post attorneys' time entries and assist with client billing. Prepare draft bills; review and edit pre-bills; liaise with finance on billing and collections.
  • Administrative Support: Prepare, process, and track check requests, reimbursement requests, and invoices for attorneys and the practice group.
  • Travel Coordination: Coordinate all aspects of attorneys' travel arrangements and prepare travel itineraries. Monitor and process travel reimbursement in a timely manner. Maintain Outlook calendar and monitor crucial due dates for attorneys.
  • Document Control: Maintain all client and general files and assume responsibility for all phases of document control. Handle inbound and outbound internal client communications and proactively ensure all deadlines are met.
  • Presentation Preparation: Assist with the preparation, creation, and proofreading of PowerPoint slides/presentations and other materials as requested.
  • Communication and Mailing: Prepare documents for scanning, filing, faxing, emailing, or mailing. Prepare envelopes, labels, FedEx/UPS forms, fax cover sheets, or message slips as required. Maintain client lists, contact lists, and other electronic databases.
  • Phone Management: Answer multiple phone lines and route calls to appropriate individuals.
  • Meeting Coordination: Assist with meeting planning, coordination, and support, including internal and external meetings. Book conference rooms in other offices and arrange catering for client meetings.
  • Client Billing: Coordinate all aspects of client billing each month, including working with attorneys and billing specialists to review time entries, prepare draft bills, and review and edit pre-bills for accuracy, including discounts, client information, formatting, etc.
  • Coverage and Overflow: Provide coverage for legal administrative absences and assistance with overflow work as needed.
  • Special Projects: Perform legal research, special projects, and/or assignments as required.


Qualifications

  • Education: Bachelor’s degree and 3-7 years of equivalent work experience required. Trademark experience a plus.
  • Technical Skills: Strong computer skills, including working knowledge of Microsoft Word, Teams, Excel, and PowerPoint, are required. Experience with document management, time management, and invoicing systems is required. Prior experience with CMS/Aderant, including components of that platform such as Pre-View Biller and Expert Time, Chrome River, and NetDocs is a plus.
  • Communication Skills: Must have exceptional written and verbal communication skills.
  • Administrative Experience: Working knowledge and experience providing wide-ranging administrative support to multiple team members, including remote attorneys.
  • Attention to Detail: Ability to prepare an accurate and highly detailed work product. Excellent editing and proofreading skills required.
  • Independence and Initiative: Ability to work independently and take initiative in a team environment. Able to handle and prioritize overlapping and conflicting work assignments.
  • Accounting Knowledge: General knowledge of firm accounting practices primarily related to attorneys' time entries and client billing. Aderant Expert experience preferred.
  • Problem-Solving: Ability to exercise critical thinking, problem-solving, and judgment.
  • Flexibility and Adaptability: Ability to respond to competing demands with flexibility and adaptability.
  • Teamwork: Ability to work in a team environment with both attorneys and other colleagues.
  • Confidentiality: Ability to maintain confidentiality at all times and properly handle sensitive information according to the guidelines set by the practice group.
  • Overtime Availability: Flexibility to work overtime when required.

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