Legal Administrative Assistant

W3Global; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

W3Global in New York, NY seeks an experienced legal assistant for patent litigation to support attorneys with scheduling, document preparation, and trial readiness. The ideal candidate is detail-oriented, a proactive communicator, and able to manage multiple deadlines in a fast-paced environment.

Requirements include a minimum of five years as a legal assistant (or a BA plus three years), excellent MS Word/Excel/Outlook/PowerPoint skills, and strong writing and organizational abilities;

Qualifications

• Minimum of five years of experience as a legal assistant or a bachelor's degree with three years of experience as a legal assistant.
• Excellent proficiency in Microsoft Excel, Word, Outlook, Adobe, and PowerPoint.
• Excellent writing, time-management, recordkeeping, and communication skills.

Responsibilities

• Manage attorneys' schedule and appointments and enter meetings for the attorneys.
• Answer, screen and place telephone calls and deliver messages promptly.
• Monitor emails and respond promptly as necessary.
• Open and sort mail and ensure proper labels and mailing forms.
• Set up and coordinate conference calls using Zoom or Teams.
• Set up conference rooms with appropriate equipment and refreshments.
• Make travel arrangements and ensure travel details are on calendars.
• Prepare and enter expense reports electronically.
• Create/release time entry for attorneys.
• Assist attorneys in submitting conflict check requests.
• Prepare and proofread documents, including engagement letters.
• Collaborate with team members to complete projects and meet deadlines.
• Create and revise correspondence and legal documents using MS Word, Excel, and PowerPoint.
• Save/file documents in document management system and convert to pdf.
• Assist attorneys with preparation and updates of exhibits, binders, indexes for trials/depositions.

Skills

Attention to detail

Problem solving

Multitasking

Communication

Proactive thinking

Education

Bachelor's degree

Tools

MS Word

MS Excel

Outlook

Adobe

PowerPoint

Job description

The ideal candidate for this position has a strong work ethic, is an enthusiastic self-starter who has excellent problem-solving and multitasking skills under time constraints, attention to detail, and is comfortable working in a dynamic, deadline-driven workplace. Candidates must be able to think proactively and creatively and interact with all levels of professionals inside and outside the firm. Previous experience as an assistant to patent litigators is a plus. The position requires excellent judgment and communication, organizational and computer skills.

Responsibilities

• Manage attorneys' schedule and appointments, and enter important departmental and committee meetings as appropriate for the attorneys
• Answer, screen and place telephone calls as required by attorneys and deliver messages promptly
• Monitor emails and respond promptly as necessary
• Open and sort mail and ensure all outgoing mail has proper labels and mailing forms attached
• Set up and/or coordinate conference calls as instructed using conference call service, Zoom or Teams
• Set up conference rooms for client meetings with appropriate equipment, food and beverages as necessary
• Make travel arrangements (air, restaurant, hotel, etc.) as instructed and ensure all travel information is listed on the attorneys' calendars
• Prepare and enter expense reports electronically
• Create/release time entry for attorneys
• Assist attorneys in submitting conflict check requests
• Prepare and proofread documents, including engagement letters
• Collaborate with other team members to complete projects and meet deadlines
• Create and revise correspondence and legal documents using MS Word, Excel, and PowerPoint
• Save/file documents in document management system
• Blackline documents; and convert documents to pdf format
• Assist attorneys with preparation and regular updates of exhibits, binders, indexes, etc., in connection with trials, and depositions, if applicable

Qualifications

• Minimum of five years of experience as a legal assistant or, in the alternative, a bachelor's degree and three years of experience as a legal assistant, preferably at a large law firm or patent litigation firm
• Excellent proficiency in Microsoft Excel, Word, Outlook, Adobe, and PowerPoint
• Excellent writing, time-management, recordkeeping, and communication skills
• Ability to handle multiple tasks, projects, competing priorities, and tight deadlines simultaneously while maintaining quality
• Knowledge of legal documents and procedures is preferred
• Experience with legal document management and reimbursement software is a plus