Legal Executive Assistant

Cleary Gottlieb Steen & Hamilton LLP•New York, NY

1d•$80,000 - $90,000

About The Position

The Legal Executive Assistant (LEA) provides administrative and assistant support to multiple attorneys in a fast-paced environment. The assistant may support partners, counsel, and senior attorneys or associates through direct assignment or as part of a dedicated team. The role involves diversified and confidential duties that enhance attorney productivity and requires broad experience, skill, and knowledge of the Firm’s policies and practices. The position calls for a personable, responsive, proactive professional with a strong work ethic and exceptional time management skills.

Requirements

Bachelor’s degree or at least 2 years of administrative support experience.
Experience handling confidential and sensitive matters.
Strong attention to detail and ability to complete tasks thoroughly with minimal direction.
Excellent time management skills.
Strong work ethic and a “can-do” attitude.
Proficiency in the technology and software used at the Firm, including Microsoft Office Suite, Outlook, and tools for time entry, expense processing, business development, document management, and travel services.
Ability to receive, process, and deliver accurate verbal and written messages; select an appropriate communication style; and convey information concisely and logically.
Strong service orientation: actively listen, anticipate and proactively address attorney and client needs, know where to direct questions and concerns, work well under pressure, and prioritize competing requests.

Responsibilities

Act as a liaison between attorneys and other Firm departments.
Review requests thoroughly, clarify needs, and ask thoughtful questions to understand requirements.
Resolve issues while attending to attorney preferences, and provide accurate, valid, and complete information using available tools and systems.
Request and follow up on conflict checks, open new client matters, and submit electronic approvals as needed.
Represent the Firm and assigned attorneys in interactions with clients.
Coordinate audit response letters.
Manage attorney calendars in Outlook, maintain contact lists, send invitations, and proactively manage attorneys’ time.
Screen internal and external correspondence, emails, memos, and reports as assigned; assess priority and distribute them promptly.
Create and maintain case lists.
Anticipate and exceed the expectations of assigned attorneys.
Enter lawyer activity and client information into the Client Relationship Management System.
Collaborate with fellow LEAs to complete or resolve requests to the attorney’s and Firm’s satisfaction.
Create, edit, and process client bills as applicable.
Enter, proofread, and finalize diaries.
Create, format, edit, proofread, compare, print, scan, and photocopy documents in Word, Excel, and PowerPoint; prepare faxes and PDFs and provide duplicating services.
Answer phones, take and communicate accurate messages with appropriate urgency, follow up as necessary, and route calls to appropriate legal and non-legal staff.
Coordinate absence memorandums according to attorneys’ specifications.
Arrange and coordinate travel with support from onsite agents and the online travel booking tool.
Prepare and submit expense reports and reimbursements.
Manage conference room reservations, organize services and setups, and advise the building lobby desk of visitors.
Manage filing in iManage and personal workspaces, and index and maintain file drawers as necessary.
Conduct research as requested.
Build relationships of trust through open and interactive communication.
Engage lawyers proactively and reduce their focus on administrative matters.
Provide absence coverage for other LEAs.
Participate in developing and maintaining shared LEA resources.
Perform personal tasks as requested, which may include printing, filling out applications, and billing.
Train new employees on Cleary’s support standards, systems, policies, and procedures when asked.
Perform other duties as assigned.