Legal Administrative Assistant

Beveridge & Diamond PC • New York, NY

127d

About The Position

The Legal Administrative Assistant role encompasses a wide range of advanced administrative support services aimed at facilitating the smooth operation of the firm and aiding attorneys and clients. This position is pivotal in overseeing diverse administrative tasks, including handling billing and accounting matters. Additionally, the Legal Administrative Assistant serves as a primary liaison between clients and staff, ensuring effective communication and addressing client queries. This role will also provide back-up support to Legal Administrative Assistant teams.

Requirements

• 1 to 3 years of experience supporting attorneys, executives, or managers preferred.
• College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite), InterAction (contacts), Adobe Suite (or equivalent software).
• Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team.
• Exceptional organizational and time-management skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail and efficiently meet deadlines.
• Excellent oral and written communication, analytic, and problem-solving skills.
• Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach.
• Availability to work overtime as requested.
• Ability to lift up to 30 pounds (full banker box weight).

Responsibilities

• Open new client and/or matter numbers; perform conflict checks; provide monthly bills for attorney review; make appropriate transfers, write-offs, and corrections; apply retainers on account fees and account disbursements for third-party billings; handle special billing requests from clients.
• Enter and/or review attorneys’ time entries in InTapp Time; maintain time entry deadlines and coordinate the timely submission of attorney hours; prepare and reconcile monthly corporate credit card statements for assigned attorneys; process expense reports.
• Process and format Word and Excel documents using prescribed Firm formats; perform processes associated with court services, including filing, requesting transcripts and litigation searching; prepare basic documents in PowerPoint as needed.
• Proofread all documents to ensure accuracy of copy, grammar, punctuation, and syntax as well as conformance to Firm formats; prepare correspondence and email drafts for attorney review.
• Ensure all documents are properly saved to appropriate workspaces within the Firm’s document management system; verify tasks are completed, check for accuracy, and ensure that the appropriate metadata cleansing has been applied.
• Open and promptly distribute incoming mail; check out-box periodically throughout the day and process materials appropriately; arrange for the appropriate delivery of documents.
• Set up and maintain client, work, chronological, pleading, and personal files, including electronic files on the Firm’s DMS; coordinate transfer of inactive or closed files to offsite storage facilities.
• Coordinate meetings, appointments and conferences; schedule conference rooms, arrange catering, and set up/clean up before/after meetings.
• Maintain Outlook calendar for attorneys; provide reminders, schedule meetings, and court appearances as necessary.
• Coordinate docketing requests with Docket Coordinator; maintain tickler system and follow up on requests made by attorneys, paralegals, and clients.
• Maintain knowledge of procedures for filing with state and federal courts and agencies.
• Coordinate extensive national and international travel arrangements; handle unexpected travel changes in a proactive and efficient manner.
• Perform and/or outsource photocopy, bindery, scanning, and printing tasks as needed; create and convert documents to and from PDF and Word formats.
• Maintain attorney contacts in the Firm’s client relationship management system; identify and update outdated contact information and merge duplicate contacts.
• Participate as an active member of the Legal Administrative Assistants’ team and proactively support team members and their attorneys as needed.
• Maintain facilities and kitchen in neat, orderly manner; order and stock kitchen and office supplies; assist with planning, arranging, setting up and cleaning up for events.
• Other duties as assigned as needed.

Benefits

• Medical, prescription drug, and dental coverage.
• Life and AD&D insurance; disability insurance; and voluntary coverage options such as supplemental life and AD&D insurance, vision coverage, identity protection, accident insurance, critical illness insurance, hospital indemnity insurance, and long-term care insurance.
• 401(k) retirement savings plan; flexible spending accounts (health care and dependent care); a health savings account; and a Section 529 college savings plan.
• Pre-tax transportation program; employee assistance program (EAP); and temporary back-up care for children, adults, and elders.
• Generous allotment of vacation days, paid sick leave, along with paid holidays; parental leave, bereavement leave, and other leaves of absence.
• Employees may be eligible for other forms of compensation, such as overtime pay, bonuses, and other performance-related incentives.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 101-250 employees