Administrative Assistant

Katten•New York, NY

16d•Onsite

About The Position

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals. Under the general direction of the Director of Office Administration – New York, assigned attorney, other legal personnel, and according to established firm policies and procedures, the Administrative Assistant is responsible for providing specialized administrative support and assistance to assigned Attorney pertaining to all aspects of Restructuring. This assignment requires a New York City savvy, client focused individual that is comfortable with a fast-paced Attorney while maintaining professionalism and strict confidentiality as to the daily work, client and contact information and firm matters. This Administrative Assistant plays a pivotal role in providing comprehensive administrative and personal support to the Global Chair of the firm’s Restructuring department including, but not limited to, managing schedules, coordinating client meetings, dining and travel reservations for the Attorney as well as clients, when necessary, handling personal errands, arrange deliveries of packages, gifts and facilitating e-mail and text communications in a clear, concise, and professional manner. The Administrative Assistant ensures seamless operations while working with other members of their support team enabling the Global Chair to focus on strategic and client-focused initiatives.

Requirements

College degree or equivalent and three or more years of personal, executive, or C-level experience; or equivalent combination of education and experience.
Two- year written commitment for the position is requested.
Strong communication skills, able to liaise effectively between various parties, from peers at the firm to clients, service providers and to other professionals.
Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast- paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow with a positive attitude and sense of urgency.
Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks.
Analytical and technical skills requiring an aptitude for detail, precision, and logic to perform essential administrative/clerical functions and utilize Firm software.
Excellent organizational skills including record keeping, filing, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
Computer proficient with experience and working knowledge of MS Word required.
Dependable, smart, personable initiative-taker and team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
Ability to operate standard office equipment, including computer, telephone, laser printer, photocopier, scanner, calculator, etc.
Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.
Local travel to and from client locations, etc. is required.

Nice To Haves

Working knowledge of Outlook, Excel, Records Management Software (i.e., IRM), Adobe Acrobat, and PowerPoint preferred.

Responsibilities

Create, organize, and maintain various lists, charts and databases of personal and client information with a keen eye for detail and accuracy.
Manage schedules, budgets, and perform data analysis utilizing Microsoft Excel and other relevant technology.
Assist with the management and expansion of professional networks, maintaining contacts, and leveraging relationships for business or personal tasks including gifting, reservations, and an array of delivery of packages.
Responsible for visiting client locations, arranging for deliveries and transport on behalf of Attorney.
Demonstrate extensive knowledge of New York City, showcasing the ability to navigate the city and surrounding areas efficiently and quickly. Recommend local venues, services, and event spaces based on Attorney or client needs.
Support Attorney and other legal staff during client events that includes coordinating on-site assistance and post-event follow-up.
Utilize creativity and thoughtfulness in selecting and arranging client gifts, ensuring they are appropriate, timely, and of high quality.
Work with team members to assist in management of relationships with vendors in areas of sourcing and negotiation while maintaining quality standards.
Schedule appointments and meetings, arrange for conference rooms and communicate information to all respective parties. Utilize advanced calendaring skills to manage complex schedules, appointments, and commitments with precision.
Manage extremely busy schedule (including travel arrangements) and address changes on a timely basis, if needed. Coordinate lodging accommodations, air and ground transportation, and itinerary creation and management.
Organize and process expenses through the firm’s reimbursement system.
Use discretion and confidentiality in handling all sensitive information with professional and personal matters.
Answer, screen, and process incoming phone calls and email messages. Note and transmit phone messages. Set up conference calls/meetings (both audio and virtual/video). Provide information to callers when appropriate.
Prepare to do lists and follow up with Attorney regarding pending items and assuring completion.
Greet clients and visitors in a manner that promotes the professional image and best interests of the firm. Maintain excellent public relations with clients.
Personal billing responsibilities for Attorneys and possible client matters.
Maintain knowledge of firm operating procedures, departments, and support areas.
Perform other administrative duties as requested or assigned.