Legal Support - Assistant, Senior Assistant, and Specialist

Sidley Austin•New York, NY

1d•$61,200 - $118,000•Onsite

About The Position

We are actively hiring for multiple levels within our Legal Support team in New York. Depending on your background, you may be considered for one of the following roles: Assistant, Specialist, or Senior Assistant. Candidates will be evaluated on their skills, education, and experience to determine the appropriate level, and compensation will depend on the specific role and individual candidate. Legal Support Assistant works closely with manager or supervisor for training and development opportunities to grow in understanding and ability to perform various clerical and administrative tasks for attorneys in a law firm environment. Position coordinates and follows effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures. Legal Support Senior Assistant is responsible for various administrative tasks for attorneys, coordinates and follows effective office procedures and efficient workflows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures. Prior experience working in key firm practice areas with knowledge of practice specific operations is essential. Involved in the day-to-day management of clients and matters. Legal Support Specialist is a strategic business partner that is responsible for completing complex administrative and practice specific tasks, coordinates effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients. This senior specialist role requires innate skills that allow them to partner with stakeholders in practice management, client development and overall support of a local, regional or national practice group or upper-level management committee. The ability to interface with senior stakeholders and their clients, serving as a gatekeeper, managing every aspect of the attorneys’ schedules and facilitating all administrative tasks with little or no direction. The ideal candidate understands the importance of confidentiality and discretion while simultaneously communicating context to stakeholders; empowering them to make informed decisions and solve problems. Must demonstrate availability to assist during off hours with flexibility to accommodate stakeholders’ schedules.

Requirements

High school graduate or equivalency
Proficiency in Microsoft Office applications with high aptitude for learning new software and systems
Three or more years of related work experience and/or training; or equivalent combination of education and experience
Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners
Proficiency in Microsoft Office applications and other software typically used in law firms (ex. InTapp, Chrome River, NetDocs, etc.); high aptitude for learning new software and systems
Knowledge of legal terminology and formats
Five or more years of related work experience and/or training; or equivalent combination of education and experience
Experience with document management systems (DMS) like iManage or NetDocs.
Superior written and verbal communication skills
Strong attention to detail
Excellent organizational and time management skills
Self-starter who takes initiative; shows ownership and commitment to the position
Ability to work harmoniously and effectively with others
Ability to maintain confidentiality and exercise discretion
Ability to work under pressure; manage multiple projects with competing deadlines and priorities
Ability to develop proficiency in legal and administrative applications that support firm operations and client work
Eager and willing to learn new skills
Reliable with strong work ethic
Presents professionally with an ability to speak comfortably and professionally with attorneys, staff, clients and vendors
Excellent customer service
Proactive and positive approach to assignments and responsibilities
Excellent customer service and client relationship skills
Resilience to navigate multiple projects with competing deadlines and priorities
Ability to learn and embrace new skills and best practices as the position evolves and Firm needs change
Willingness to develop others through mentoring and sharing experiences
Strong soft skills such as communication, prioritization, reasoning and leadership skills
Ability to facilitate all administrative tasks with little or no direction
Self-starter who anticipates needs, takes initiative and solves problems; shows ownership and commitment to the position
Resilient, composed and positive when facing pressure; ability to navigate multiple projects with competing deadlines and priorities
Ability to instill confidence; incredibly proactive and positive approach
Reliable, flexible with a strong work ethic; available to assist during off hours, when needed, to meet client needs
Demonstrates a curious nature and knows how to add value; asks pointed questions and can be candid in response to questions asked of them
Ability to develop relationships and foster teamwork at all levels of the firm

Nice To Haves

Bachelor's degree
Ability to accurately type 50 words per minute
Professional services industry experience a plus
Global law firm experience

Responsibilities

Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. using MS Office applications and other firm software
Proofread all work to ensure proper formatting, spelling and grammar
Input, edit and finalize attorney daily time entries using the InTapp billing system ensuring compliance with time entry policies and client billing guidelines
Prepare and submit expenses and invoices for payment; submit check requests as needed
Coordinate travel arrangements including air, hotel and car service for attorneys; maintain travel expenses
Receive, screen and route telephone calls, conference calls and messages to attorneys, clients and staff
Process incoming and outgoing mail and deliveries; distribute promptly upon receipt
Coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and catering
Establishes and maintains paper and electronic files in compliance with current firm policies
Collaborate with departments across the firm in order to complete required tasks within the role by using appropriate resources
Perform a variety of clerical and administrative functions including photocopying, printing, binder assembly, transcribing and revising digital audio, etc.
Operates office equipment including PCs, printers, phones, copiers, scanners and facsimiles
Cover other desk assignments when needed and offers assistance to others on the team in order to meet firm and client needs
Perform other duties as assigned
Collect and submit information needed to open new client matters and run conflicts
Assist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions and other client related project support
Track and organize material and information related to attorney leadership roles in bar and other professional organizations
Manage calendars and coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and related services
Address issues and resolve problems
Maintain and demonstrate proficiency in the use of firm-issued equipment, firm-required software and practice specific applications, as required
Handle regular activities without prompting and advise in advance with issues or delays; actively seek ways to support assignments with a proactive and thoughtful approach
Develop and maintain in-depth knowledge of firm operations and processes and the intricacies of specific practice areas; act as the subject matter expert of practice specific processes and procedures and proactively share relevant information with colleagues
Delegate work to appropriate resources and ensure that work is completed in a timely and accurate manner
Train and develop peers and junior lawyers in practice specific and firm procedures
Able to work independently to drive success of practice group; improve processes
Volunteer/be available for special projects
Be a steward and leader of our firm and team culture
Consistently supports the Service Excellence model and consistently excels in performance appraisals
Research information for new clients/deal pitches (i.e., utilizing LinkedIn)
Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issues
Coordinate internal and external meetings, video conferences, and appointments for attorneys and clients including conference room scheduling and related services
Act as a subject matter expert for policies and procedures; identify and implement operational and organizational improvements to processes
Prepare timekeepers for important meetings including gathering talking points, preparing presentations/spreadsheets and helping to manage relationships with clients/direct reports, etc.
Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clients
Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda using MS Office applications and other firm software
Initiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting, spelling and grammar
Provide oversight for time entry, proformas, and bills for the assigned attorneys
Manage all aspects of billing and collections including reviewing proformas to conform to billing requirements, identifying and correcting entries and train associates on best practices
Coordinate US and foreign travel arrangements including flights, hotels, car service, transfers, itineraries and any necessary visa documentation; maintain travel expenses
Maintain Outlook inboxes including reviewing incoming communications, prioritizing items in terms of deadlines and importance; respond, if applicable