Administrative Assistant

Jackson Lewis•New York City, NY

24d•Onsite

About The Position

The Administrative Assistant provides various levels of support to the local office, from routine hospitality and facilities tasks to production of legal documents. They partner with numerous departments to ensure smooth operation of the office. Tasks vary from the processing of vendor invoices, ordering supplies and preparation of monthly Concur reports. The other primary area of focus for the Administrative Assistant is assisting the Legal Assistants in providing a full range of support to the attorneys such as conflict and engagement management, expense report preparation and preparation/revision of documents. The successful candidate is a highly motivated, organized, detail-oriented collaborator with the ability to simultaneously work on different tasks.

Requirements

One year of experience in a legal environment is preferred.
Strong verbal and written communication skills.
Ability to multi-task, and timely respond to deadlines as well as balance workload.
Possess working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Strong people skills and ability to work well in cooperative office environment and communicate with attorneys and support staff on every level.
High school diploma or equivalent required.

Nice To Haves

4-year college degree preferred.

Responsibilities

Process invoices and monthly expense reports in Concur.
Run conflict checks and open new client engagements as requested.
Create engagement letters.
Assist in the preparation/revision of correspondence, pleadings, and other documents such as PowerPoint presentations.
Assist with scheduling, as requested.
Close matters as instructed.
Upload documents and emails to Netdocs document management system.
Input attorneys’ time in InTapp.
Book and organize travel arrangements through the firm’s travel agency, Lawyers Travel.
Proofread documents.
Other clerical assignments as directed.
Prepare mail and all US/FedEx/UPS packages, sorting and distributing incoming mail.
Assist with all aspects of document reproduction and processing: copying, scanning, date stamping and preparing binders.
Troubleshoot and perform minor repairs of office equipment (e.g., clear paper jams, change toner/ink cartridge).
Schedule service calls as needed.
Prepare conference rooms for meetings, set up and clean up.
Order office and other supplies as requested.
Function as liaison with both internal departments and outside agencies.
Provide other administrative assistance as appropriate and requested.