Legal Administrative Assistant

Ropes & Gray•New York, NY

7d•Hybrid

About The Position

Under the guidance of the Project Lead, the Legal Administrative Assistant provides comprehensive administrative and program coordination support for various initiatives within the department. This role serves as the primary operational liaison between the Organizational Effectiveness leadership team, external coaching vendors, practice group leaders, and firm administrative departments. Key responsibilities include managing vendor invoicing and budget tracking, coordinating high-volume scheduling across multiple geographies, maintaining program tracking systems, and serving as the go-to resource for all firm contacts and initiative roll-out logistics.

Requirements

College degree or equivalent
Expert proficiency with MS Office (Word, Excel, PowerPoint, and Outlook) applications
Proficiency with SmartSheet or comparable project management software
Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail
Strong interpersonal skills and the ability to build relationships with internal and external lawyers, coaches, staff, and clients
Expert communication skills, both written and verbal
Demonstrated ability to manage high-volume scheduling and vendor coordination
Proactive approach to problem-solving and strong decision-making capability
Experience with budget tracking, invoice processing, and vendor management
Experience working in a law firm, professional services organization, or customer service capacity

Responsibilities

Submits all vendor invoices and ensures timely processing turnaround
Maintains budget tracking systems for departmental programs
Initiates the vendor onboarding process for all external vendors
Processes all external contracts and invoices related to departmental initiatives
Coordinates same-day meetings regarding time-sensitive issues
Schedules orientations, briefings, and onboarding sessions for external vendors and coaches
Schedules collaboration meetings with partners across all geographies and leadership to discuss initiatives
Facilitates meeting scheduling between leadership, associates, staff members, and external participants
Coordinates logistics for recurring program series
Proofreading email communications
Scheduling virtual meetings and coordinating transcription
Providing instructions to guest speakers and scheduling preparatory calls
Overseeing recording and distribution of session materials
Maintains tracking systems for all departmental programs and initiatives
Manages project management tools (e.g., SmartSheet), including training and data retrieval
Collects and maintains reference libraries and contact databases for external vendors and coaches
Updates program rosters and lists with relevant and current information
Analyzes practice group data, including associate hours analysis, in preparation for meetings
Transcribes meeting notes to contribute to broader messaging and reporting
Consults with internal contacts regarding lateral partner sponsors and integration planning
Maintains firm tracking systems with sponsor and onboarding information
Schedules coaching onboarding sessions and introductory meetings for new and lateral partners
Coordinates with relevant departments to ensure coaching involvement in integration planning
Serves as the primary point of contact for all leadership inquiries regarding firm contacts and initiative roll-out
Interfaces with Knowledge Management, Client/Business Development, Executive Assistants, Billing, and other firm departments as needed
Coordinates scheduling and communications for external coaches, partners, counsel, associates, and internal team members