Administrative Assistant

Synectics Inc.; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Synectics Inc. in New York is seeking an experienced Legal Administrative Assistant / Legal Secretary to support five attorneys with comprehensive administrative and clerical duties and help maintain efficient case management workflows.

This is a true secretarial role requiring strong attention to detail, document preparation, file management, billing support, and coordination of daily attorney needs.

Qualifications

• Legal secretarial or administrative support experience.
• Strong proficiency with Word, Excel, and Outlook.
• Experience with iManage FileSite / document management systems.
• Familiarity with Elite, WebView Time Entry, and time-management software.
• Excellent document formatting, proofreading, and organization.
• Ability to manage multiple priorities and deadlines for several attorneys.
• Excellent communication and attention to detail.
• Ability to work independently and in a team.

Responsibilities

• Answer and route attorney calls, take messages, and respond to inquiries.
• Prepare, edit, format, and finalize legal documents and pleadings.
• Prepare Tables of Contents and Tables of Authorities and legal backs.
• Create and maintain Excel spreadsheets.
• Organize pleadings and exhibits for court filing and service.
• Print, copy, scan, and fax attorney documents.
• Prepare client reports by email or mail.
• Enter time records and generate reports.
• Maintain electronic and paper files.
• Conduct conflict checks for new matters.
• Prepare expense reports and cash advance forms.
• Coordinate technology/equipment requests and deliveries.
• Prepare conflict/search memoranda and new matter file numbers.
• Arrange travel and related communications; arrange car services.
• Distribute benefit-day memoranda; search client relationships.
• Maintain follow-up folders and provide reception coverage.
• Collaborate with Accounting on billing matters.

Skills

Multitasking

Attention to detail

Communication skills

Time management

Independent work

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

iManage FileSite

Elite

WebView Time Entry

Job description

We are seeking an experienced Legal Administrative Assistant / Legal Secretary to provide comprehensive administrative and clerical support to five attorneys and help maintain efficient office and case management workflows. This is a true secretarial role requiring strong attention to detail, document preparation, file management, billing support, and coordination of daily attorney needs.

Responsibilities

• Answer and route attorney phone calls, take messages, and respond to inquiries as appropriate.
• Prepare, edit, format, blackline, proofread, and finalize legal documents, including agreements and pleadings.
• Prepare Tables of Contents, Tables of Authorities, and legal backs.
• Create and maintain Microsoft Excel spreadsheets.
• Organize and assemble pleadings and exhibits for court filing and service.
• Print, copy, scan, and fax attorney documents and correspondence.
• Prepare and distribute client reports via email or mail.
• Enter attorney time records and generate statistical and financial reports.
• Maintain accurate electronic and paper files.
• Conduct and prepare conflict checks for prospective claims and new matters.
• Prepare expense reports, check requests, and cash advance forms.
• Coordinate technology/equipment requests, deliveries, and pickups.
• Prepare conflict/search memoranda and coordinate new matter and file numbers.
• Make travel arrangements, prepare travel authorizations, and coordinate related communications.
• Arrange car services for attorneys, clients, and visitors.
• Prepare and distribute benefit-day memoranda.
• Search internal relationship databases to identify relevant client and matter relationships.
• Maintain organized files and pending-item folders for follow-up.
• Provide reception coverage during absences and daily breaks.
• Collaborate with Accounting regarding billing matters.
• Maintain strong working relationships with attorneys and other departments.

Qualifications

• Previous experience in a legal secretarial or legal administrative support role.
• Strong proficiency in Microsoft Word, Excel, and Outlook.
• Experience with iManage FileSite / document management systems.
• Familiarity with Elite, WebView Time Entry, and time-management software.
• Strong document formatting, proofreading, and organizational skills.
• Ability to manage multiple priorities and deadlines while supporting several attorneys.
• Excellent communication skills and strong attention to detail.
• Ability to work effectively both independently and collaboratively.