Legal Executive Assistant

Cleary Gottlieb Steen & Hamilton LLP•New York, NY

About The Position

The Legal Executive Assistant (LEA) provides administrative and assistant support to multiple attorneys in a fast-paced environment. The role may support partners, counsel, senior attorneys, or associates through direct assignment or as part of a dedicated team. The LEA performs diversified and confidential duties to enhance attorney productivity and relies on broad experience, skill, and knowledge of Firm policies and practices. The position calls for a personable, responsive, proactive professional with a strong work ethic and exceptional time-management skills. The estimated base salary range is $80,000 to $90,000 at the time of posting. Actual salary depends on job-related factors such as skills, education, training, credentials, experience, role scope and complexity, geographic location, and performance. The role is non-exempt and eligible for overtime pay. Cleary provides a comprehensive benefits package, including health care benefits. The Firm is an equal opportunity employer and provides reasonable accommodations to qualified employees unless doing so would pose an undue hardship.

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 with 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, including active listening, anticipating and proactively addressing attorney and client needs, directing questions and concerns appropriately, working well under pressure, and prioritizing competing requests.

Responsibilities

Act as a liaison between attorneys and other Firm departments.
Review requests thoroughly, clarify requirements, ask thoughtful questions, and resolve issues with attention to attorney preferences; provide accurate 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 as required, maintain contact lists, send invitations, and proactively manage attorneys’ time.
Screen correspondence, emails, memos, and reports as assigned; assess priority and distribute them in a timely manner.
Create and maintain case lists.
Anticipate the needs of assigned attorneys and work to meet or exceed their expectations.
Enter lawyer activity and client information into the Client Relationship Management System for business development.
Collaborate with other LEAs to complete or resolve requests to the satisfaction of attorneys and the Firm.
Create, edit, and process client bills as applicable.
Enter, proofread, and finalize diaries.
Create, format, edit, proofread, compare, print, scan, and photocopy documents using Word, Excel, and PowerPoint; prepare faxes and PDFs and perform duplicating tasks.
Answer phones, take and communicate accurate messages with appropriate urgency, follow up as necessary, and route calls to legal and non-legal staff.
Coordinate attorney absence memorandums according to attorneys’ specifications.
Arrange, coordinate, and organize travel using 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 about visitors.
Manage filing in iManage and personal workspaces; index and maintain file drawers as necessary.
Conduct research as requested.
Build trusting relationships through open and interactive communication; engage lawyers and reduce their focus on administrative matters.
Provide absence coverage for other LEAs.
Participate in developing and maintaining shared LEA resources.
Perform personal tasks when requested, such as 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.