Client Service Specialist (Administrative and Personal Assistant)

Paul Hastings LLP; New York (NY); On-site; USD 83,000 - 120,000; Full time

Job summary

Join a leading international law firm as a Client Service Specialist, where you will provide vital administrative support to both clients and attorneys. This role demands exceptional organizational and communication skills to handle high-profile clients and ensure seamless operations. You'll be integral in managing schedules, drafting documents, and collaborating with various departments to enhance service delivery. The firm offers a dynamic work environment with a strong commitment to professional growth and an attractive compensation package, including comprehensive benefits. If you're looking to make a significant impact in a collaborative setting, this opportunity is perfect for you.

Benefits

Medical, Dental, Vision Insurance

Flexible Spending Account

401(k) Plan

Paid Parental Leave

Professional Development Programs

Transportation Benefits

Employee Assistance Program

Anniversary Bonus Program

Wellbeing Programs

Employee Discounts

Qualifications

• 4+ years of legal secretarial or relevant experience required.
• Bachelor's degree preferred for the role.

Responsibilities

• Provide administrative support to internal and external clients.
• Manage schedules, emails, and travel arrangements efficiently.

Skills

Organizational Skills

Legal Knowledge

Communication Skills

MS Word

MS Outlook

MS Excel

MS PowerPoint

Document Management

Education

Bachelor's Degree

Tools

MS Office Suite

Document Management Applications

Job description

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world's top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients' needs take us. As one of the world's leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

We have an opening for a Client Service Specialist (Administrative and Personal Assistant).

The Client Service Specialist (Administrative and Personal Assistant) provides administrative client services to both internal and external clients.

In this capacity, the Client Service Specialist (Administrative and Personal Assistant) will:

• Maintain a consistent physical presence required to facilitate an interactive and collaborative environment ensuring that assignments, and peer level support are optimized to provide seamless support;
• Professionalism in handling high profile and confidential clients and serve as a first point of contact for key communications;
• Managing, monitoring and prioritizing emails and numerous priorities;
• Coordinating heavy schedules, calendaring and travel arrangements;
• Draft, review and edit documents and correspondence;
• Maintaining and managing physical documents and electronic files;
• Collaborate with assistants and Firm resources to coordinate tasks and projects;
• Coordinate administrative functions and facilitate completion of expense entry; client related tasks and other administrative projects as assigned;
• Manage the administrative practice of the attorney and facilitate service levels that meet client requirements;
• Assist with ad hoc projects; and
• Work overtime as required.

Proficiencies:

• Advanced ability to organize, prioritize, coordinate, delegate and work as part of a team;
• Advanced to Expert proficiency in rules of English grammar, spelling and punctuation; bilingual proficiency as may be required;
• Advanced proficiency in MS Word and document editing/comparison applications;
• Advanced proficiency in MS Outlook and web-based conference call/web-sharing applications;
• Advanced proficiency in MS Excel and spreadsheet/database applications;
• Advanced proficiency in MS PowerPoint and presentation applications;
• Advanced knowledge of time keeping, expense processing and legal billing;
• Advanced knowledge of relevant jurisdictional/court/agency processes and procedures;
• Advanced proficiency in document management applications;
• Proven ability to function as a coordinator with other firm-wide departments with necessary communication skills to transfer instructions/data, verify results, resolution of conflict and delivery or results; and
• Excellent written and oral communications required with strong ability meet deadlines and provide results while supporting Firm policy and procedures.

Qualifications:

• Bachelor's degree (preferred); and
• At least 4 years of legal secretarial experience or relevant legal experience (required).

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

The salary wage range that we expect to pay for this position is a minimum of $83,000 and a maximum of $120,000 annually. The actual pay wage may vary based on experience or other relevant factors.

Eligible employees can participate in the Firm's comprehensive benefits program, which include the following:

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability
• Flexible Spending Account and Health Savings Account
• Healthcare Concierge and Advocacy
• Lifestyle Spending Account
• Voluntary 401(k) Plan and Profit Sharing
• 10 Paid Holidays per year and a generous PTO Program
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health and Well-Being Events)
• Retirement Plan Consulting
• Anniversary Bonus Program
• Professional Development Programs
• Transportation and Commuter Benefits
• International Travel Insurance
• Auto/Home/Pet Insurance
• Prepaid Legal Insurance
• Employee Discounts
• And More!

The Firm has a range of inclusion initiatives including our Paul Hastings Affinity Networks (PHANs), Women's Initiative, and PH Balanced. These initiatives, which are voluntary and open to all, provide a firmwide forum to share experiences, as well as an opportunity to participate in a supportive network with common interests.

Paul Hastings LLP is an equal opportunity employer.