Assistant, Legal Personnel

Weil, Gotshal & Manges LLP•New York, NY

3d•$55,000 - $65,000

About The Position

Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm. Job Description The Assistant, Legal Personnel supports the Legal Personnel department with daily administrative functions.

Requirements

Ability to work and interact with attorneys and administrative staff at all levels.
Ability to gain a strong knowledge of the Firm, its culture, practices and policies.
Excellent organization and communication skills in addition to superior judgment.
Experience and ability to use computer applications including Word, Excel, and Workday.
Ability to work well under pressure and coordinate several activities at one time.
Ability to appropriately negotiate interactions with partners and other individuals who have severe time constraints.
Capable of solving problems and meeting deadlines.
Ability to deal discreetly with confidential information.
Bachelor's degree or equivalent education and experience required.

Responsibilities

Process expense reimbursements and invoices relating to immigration, departure parties, associate gym, bar association, and relocation programs utilizing Chrome River.
Track associate usage of allowances for gym and bar association memberships, relocation, and other expenses.
Assist with attorney licensing expenses.
Maintain vacation records for NY attorneys and respond to attorney requests for vacation balances.
Assist with Workday entries for new hires/terminations/leaves/personnel changes.
Manage associate ticket program. Select monthly events and purchase tickets for program; utilize program budget in an efficient manner to provide a variety of event options; collect ticket requests and distribute tickets.
Assist in maintaining LP calendar for onboarding/offboarding/leaves.
Assist in providing email updates to appropriate admin groups/people.
Handle intake of onboarding documents for incoming associates; prep new hire documents for arrival.
Follow up with incoming associates on necessary documents.
Create and manage attorney personnel files.
Coordinate TGIT events.
Responsible for the Firm’s US associate life event recognition program. Gather information related to such events and work with vendor on gift orders.
Coordinate access for NY associates to Mothers’ Rooms in office.
Handle day-to-day administrative tasks, including but not limited to LP department filing, phone calls, and expense reports.
Work with the members of the Legal Personnel team on special projects and other tasks.
Schedule meetings, including liaising with the appropriate departments
Observe confidentiality of all Firm and client matters.
Handle other administrative tasks and projects as assigned by the Associate Director and Sr. Director.