POSITION: Administrative Assistant
BENEFITS: Base salary up to $100K (depending on experience), Paid Time Off, Bonus, 401K, Medical Dental & Vision Coverage, Life and AD&D Insurance, Retirement Plans, Flexible Spending Accounts, Transit Program and more! Noted as a top employer to work for!
LOCATION: New York, NY | Washington, DC | Los Angeles, CA
THE ORGANIZATION: Multinational U.S. Based Law Firm
KEY RESPONSIBILITIES:
- Able to perform assignments under time critical deadlines
- Coordinate complex travel requests
- Troubleshoot software and hardware being used by attorneys
- Assist with document management and records retention
- Develop project strategies to ensure efficient completion of tasks
- Coordinate with other Firm offices
- Assist with preparing materials for presentations and conferences
- Enter attorneys’ time records
- Submit attorneys’ expense reports
- Assist with attorneys’ calendaring and scheduling requests
- Assist with attorneys’ administrative requests
- Perform clerical duties
- Organize and facilitate conference and video calls
- Answer, screen, place phone calls and take detailed messages
- Monitor, assign and complete job requests
- Assist with the processing and payment of vendor invoices
- Open, read and route mail
- Prepare engagement letters and new matter memos for new clients
- Assist with new business conflicts process
- Assist in promoting business development
- Coordinate with Conference Services for internal and client meeting requests
- Coordinate client-related business meals and maintain updated knowledge of Firm and attorney-preferred restaurants
- Receive and interact with incoming clients and visitors
REQUIREMENTS:
- Bachelor’s degree required
- 1+ year of related experience in a law firm or professional services firm
- Must be a Notary Public licensed in New York State or able to obtain a commission within 6 months of joining the Firm
- Excellent customer service skills
- Ability to synthesize information and prioritize tasks
- Advanced proficiency in Microsoft Office
- High level of professionalism
- Ability to handle confidential and sensitive information with discretion
- Stellar attention to detail
- Flexibility to travel, as required
