Team Executive

Ashurst•New York, NY

32d•$80,000 - $104,000

About The Position

We are currently recruiting for a Team Executive (Legal Secretary) to join our New York office. Joining as the Team Executive you will be working with all attorneys, including partners and counsels and will be an integral member of the Central Services Hub. The Central Services Hub is composed of Team Executives and Team Assistants. The team is responsible for providing proactive and effective general administration assistance to our Lawyers across a diverse range of tasks. As the Team Executive, you will work closely with the Hub/Practice Executive team lead to ensure the smooth day to day running of the Hub. You will monitor requests that come through and act as a first point of escalation within the hub team.

Requirements

Minimum 4-6 years of office services experience in a professional services environment, with law firm experience preferred.
Associate's or Bachelor's degree preferred.
Proficiency in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint).
Familiarity with iManage, Intapp Time, Chrome River, 3E, Teams/Zoom.
Proven ability to learn and adapt to new software applications.
Proactive problem-solving and project management skills.
Ability to work independently, multi-task, and prioritize effectively in a fast-paced environment.
Strong detail orientation, time management, and organizational skills.
Excellent verbal and written communication skills.
Collaborative and flexible team player with a focus on delivering high-quality support.

Responsibilities

Managing calendars, scheduling meetings, and coordinating appointments
Organizing travel arrangements, including booking flights, hotels, and transportation
Creating, formatting, and proofreading documents, reports, and presentations; delegating complex or lengthy documents to Document Specialists when appropriate
Maintaining and organizing electronic and paper filing systems
Locating or filing documents into document management system.
Assisting with the monthly billing process: generating billing guides for attorney review, making amends on the invoices which may include narratives and hours, if needed and send draft invoices for review and finalizing invoices.
Enter and update total daily working hours for attorneys in the Intapp system, ensuring accuracy and timeliness in recording and modifying time entries to support effective billing and time management processes.
Requesting the opening of new matters by using NBI Intapp.
Updating Interaction records and contact details, including creating and adding diary or file notes.
Manage all aspects of mail handling for the firm, including receiving, sorting, distributing, and dispatching incoming and outgoing correspondence, as well as overseeing any related administrative responsibilities to ensure efficient and secure mail operations.
Coordinating with IT, facilities, and other support departments as needed
Assisting with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents.
Attending client events to provide assistance with welcoming and registration, where relevant.
Provide reception coverage when receptionist is on break.
Serve as a supporting resource to ensure the office environment remains clean, organized, and fully stocked, including the pantry, kitchen, and storage areas. This support role may also include occasional light housekeeping tasks, such as operating the office dishwasher and maintaining shared spaces after lunches or events.
Provide back up support for the set-up and break-down of meetings, conferences, and office events, assisting with all logistical and facility-related requirements to ensure smooth operations.