Corporate Legal Assistant

2 weeks ago

Doral, Florida, United States White & Case Full time

Firm Overview

White & Case is a prestigious international law firm that provides exceptional legal services to prominent corporations, financial institutions, and governmental entities across the globe. Our extensive history as a global entity positions us uniquely to assist clients in navigating their most intricate legal challenges, regardless of location.

With a presence in over 40 locations worldwide, we have committed significant resources to establish a comprehensive full-service practice that competes at the highest levels of the market. Our firm is recognized for its strategic foothold in key financial hubs and its expertise in managing complex cross-border transactions.

What sets us apart is not only our vast network of offices but also the seamless collaboration among our teams across different regions and specialties. This collaborative spirit is a key factor in our ability to attract and retain cross-border assignments, as well as a diverse workforce.

Our attorneys embody a global perspective, entrepreneurial spirit, teamwork, and a dedication to excellence. Diversity is a fundamental principle of our firm, celebrated through numerous accolades and high rankings globally. Our team comprises individuals from 90 nationalities, fluent in 80 languages.

Position Overview

The Corporate Legal Assistant plays a vital role in delivering a broad spectrum of administrative and legal support services. As an integral member of the team, the Corporate Legal Assistant is responsible for providing outstanding service to both internal and external clients, including the assigned group of attorneys and other legal teams as required. This role necessitates strong organizational skills to manage and streamline the workflow of legal professionals.

The Corporate Legal Assistant must handle sensitive and confidential tasks with discretion and demonstrate the ability to juggle multiple responsibilities for various individuals. A proactive mindset and personal initiative are essential for executing the responsibilities of this position. This individual will coordinate intricate workflows and must be an effective communicator, regularly updating key stakeholders with accurate information.

Key Responsibilities

  • Oversee and maintain attorneys' schedules.
  • Coordinate extensive domestic and international travel arrangements, including preparing detailed itineraries and supporting documents.
  • Organize local and international meetings and conference calls, considering various time zones.
  • Professionally manage phone communications, ensuring accurate message recording and timely notification to attorneys.
  • Welcome clients with professionalism and courtesy.
  • Respond promptly to inquiries from attorneys and clients.
  • Interpret instructions accurately to produce high-quality documents and deliverables.
  • Maintain an organized and efficient workflow, exercising sound judgment and seeking clarification when necessary.
  • Draft routine correspondence, including letters, emails, and reports, with meticulous attention to detail.
  • Record daily time entries for attorneys.
  • Assist attorneys with document preparation as needed.
  • Manage multiple projects and prioritize tasks effectively to meet deadlines.
  • Communicate any workload issues clearly and accurately to assigned attorneys and management.
  • Keep legal staff informed about the status of ongoing work and any encountered challenges.
  • Organize and maintain both physical and electronic files.
  • Support marketing, research, and client development initiatives.
  • Handle confidential information with discretion.
  • Collaborate within a team environment, providing assistance to multiple attorneys and legal staff.
  • Familiarize oneself with departmental and firm procedures, adhering to all guidelines and policies.
  • Ensure desk reference materials are current and accessible for other assistants.
  • Coordinate overtime coverage with document production teams for attorneys.
  • Prepare expense reports and manage reimbursements for business-related travel and entertainment.
  • Collaborate with attorneys and the billing department to produce and distribute client invoices.
  • Maintain client-matter lists and marketing contact lists using the firm's systems.
  • Demonstrate proficiency in the firm's software applications and utilize available resources effectively.

Qualifications

  • Strong proficiency in Spanish (both spoken and written) is highly desirable.
  • A minimum of five years of experience in a law firm setting is preferred.
  • Experience collaborating with attorneys and working as part of a team to achieve objectives and meet deadlines.
  • Proficient in Microsoft Word and Outlook.
  • Exceptional interpersonal skills and the ability to thrive in a fast-paced environment, facilitating communication between staff and attorneys.
  • Good judgment and discretion in handling confidential matters.
  • Ability to manage multiple tasks in a dynamic environment.
  • Willingness to learn and engage in ongoing professional development.
  • Strong organizational and follow-up skills.
  • A positive and proactive attitude.
  • Availability to work four days in the office and one day remotely, with flexibility for after-hours work as needed.
  • An associate or bachelor's degree is preferred but not mandatory.

Location and Reporting Structure

  • This position reports to the Manager of Office Operations.
  • The role is based in a hybrid work environment.

Commitment to Diversity

White & Case is an Equal Employment Opportunity (EEO) employer dedicated to fostering a diverse and inclusive workplace. Our policy is to recruit, employ, train, compensate, and promote individuals without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other protected category under applicable law.

Benefits Overview

White & Case LLP offers a comprehensive suite of benefits to eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt positions may also be eligible for performance bonuses.

The firm reserves the right to modify and amend this job description at any time at its discretion. This description does not constitute a contract of employment or alter the at-will nature of employment.

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