Legal Administrative Assistant

Considine Search; New York (NY); On-site; USD 70,000 - 125,000; Full time

Job summary

Davis Polk & Wardwell LLP in New York, NY seeks an Administrative Assistant-Capital Markets to provide secretarial, technical, and organizational support to lawyers and managerial staff. The role emphasizes professionalism, strong communication, and adherence to firm policies.

The position involves calendar management, document preparation, travel coordination, billing assistance, and collaboration with internal departments to ensure first-class service and timely deadlines.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to prioritize and multitask.
• Professionalism and discretion in handling sensitive information.

Responsibilities

• Serve as gatekeeper to attorney practices.
• Interact with attorneys and legal teams.
• Liaise with clients.
• Maintain calendars and schedule appointments.
• Draft and prepare legal documents.
• Coordinate travel arrangements and visas.
• Enter attorney time and expenses.
• Prepare client bills and track payments.
• Assist with year-end activities and collections.
• Develop knowledge of practice groups.

Skills

Verbal communication

Written communication

Organizational skills

Microsoft Office

Attention to detail

Discretion & professionalism

Problem-solving

Team player

Education

Associate degree or higher

Tools

Microsoft Office Suite

Job description

Administrative Assistant-Capital Markets

New York, NY

Position Summary

The Administrative Assistant provides secretarial, technical, and organizational support to lawyers and managerial staff, as assigned. This is a dynamic position requiring professionalism, effective communication skills, and sound judgment, with a thorough understanding of the Firm's policies. The Administrative Assistant is a valued member of the support team, contributing to the overall success of the practice and department.

Essential Duties and Responsibilities

• Serve as gatekeeper to attorney(s)' practices.
• Interact with attorneys and legal teams.
• Liaise with clients.
• Maintain calendars, schedule appointments, and organize client and internal meetings.
• Draft, revise, and prepare correspondence, memoranda, and other legal documents.
• Coordinate travel arrangements and secure required documentation (e.g., visas).
• Enter attorney time and reimbursable expenses.
• Prepare client bills, track payments, and work in tandem with billing coordinators
• Assist with year-end activities and collections
• Develop knowledge of practice groups and their operations.

Qualifications/Position Requirements

• Excellent verbal and written communication skills.
• Strong organizational skills, able to prioritize tasks and manage multiple responsibilities.
• Capable of adapting work styles to varied situations and principals' preferences.
• Proficiency in Microsoft Office Suite; strong technical skills required.
• High attention to detail with strong proofreading, data entry, and recordkeeping skills; ensure follow-through on tasks and deadlines.
• Professionalism and discretion in handling sensitive information; represent the Firm positively and respectfully.
• Proactive problem-solver with initiative; anticipate needs and resolve issues resourcefully.
• High standards of work ethic and personal integrity.
• Dependable, responsive, and disciplined, inspiring confidence and credibility.
• Collaborative team player; work effectively with internal departments and clients to foster a positive and cohesive work environment.
• Contribute value to the practice floor support team and department.
• Maintain awareness of industry trends.
• Actively contributes with team-related activities and other knowledge-sharing activities including mentoring to ensure first-class service while away or out of office

Education and/or Experience

• Associate Degree or higher or
• 1 to 5 years’ experience as an administrative assistant or paralegal

Compensation

• The expected base salary for this position ranges from $70,000.00-$125,000.00, plus overtime and bonus. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.