Administrative Assistant

Davis Polk & Wardwell LLP•Washington, DC

20d•$70,000 - $125,000

About The Position

The Administrative Assistant provides secretarial, technical, and organizational support to lawyers and managerial staff as assigned. This dynamic role requires professionalism, effective communication, sound judgment, and a thorough understanding of the Firm’s policies. As a valued member of the support team, the Administrative Assistant contributes to the success of the practice and department. The position supports attorney practices and legal teams, coordinates communications and schedules, prepares documents, arranges travel, and assists with timekeeping, expenses, billing, year-end activities, and collections. The role also involves developing knowledge of practice groups and contributing to team activities and knowledge sharing to help ensure first-class service when colleagues are away.

Requirements

Excellent verbal and written communication skills.
Strong organizational skills, including the ability to prioritize tasks and manage multiple responsibilities.
Ability to adapt work styles to varied situations and principals’ preferences.
Proficiency in Microsoft Office Suite and strong technical skills.
High attention to detail, with proofreading, data entry, and recordkeeping skills and follow-through on tasks and deadlines.
Professionalism and discretion when handling sensitive information.
Proactive problem-solving skills, initiative, and the ability to anticipate needs and resolve issues resourcefully.
High standards of work ethic and personal integrity.
Dependability, responsiveness, and discipline.
Ability to collaborate effectively with internal departments and clients.
Associate degree or higher.
One to five years of experience as an administrative assistant or paralegal.

Responsibilities

Manage an assignment desk.
Serve as gatekeeper to attorney(s)’ practices.
Interact with attorneys and legal teams.
Liaise with clients.
Maintain calendars, schedule appointments, and organize client and internal meetings.
Draft, revise, and prepare correspondence, memoranda, and other legal documents.
Coordinate travel arrangements and secure required documentation, such as visas.
Enter attorney time and reimbursable expenses.
Prepare client bills, track payments, and work with billing coordinators.
Assist with year-end activities and collections.
Develop knowledge of practice groups and their operations.
Participate in team-related and knowledge-sharing activities, including mentoring, to help ensure first-class service when colleagues are away or out of the office.
Maintain awareness of industry trends.