Legal Administrative Assistant

Robins Kaplan; New York (NY); On-site; USD 49,000 - 88,000; Full time

Job summary

Robins Kaplan LLP seeks a Legal Administrative Assistant to provide high-level administrative support to litigation attorneys. The role demands confidentiality, discretion, initiative, and the ability to manage multiple tasks in a fast-paced environment.

Key duties include calendar management, travel coordination, report preparation, and maintaining filing systems. The position includes preparing meeting materials, supporting business development projects, and handling communications with

Qualifications

• Provide best-in-class client service.
• Strong administrative skills including organization and accuracy.
• Superior written and verbal communication skills.
• High level of integrity and confidentiality.
• Ability to work independently and under pressure.
• Commitment to quality and teamwork.
• Ability to manage multiple projects in a fast-paced environment.
• Proficiency with MS Word, Outlook and Excel.

Responsibilities

• Provide high-level administrative support to litigation attorneys.
• Manage calendars, meetings and travel arrangements.
• Prepare complex reports and documents, including budget reports.
• Maintain documentation and filing systems.
• Coordinate and organize meetings and prepare minutes.
• Monitor communications and respond as appropriate.
• Submit billable time records on time.
• E-file according to court rules and transcribe dictation (a plus).

Skills

Client service

Confidentiality

Time management

Communication

Detail-oriented

Tools

MS Word

Outlook

Excel

Job description

The Legal Administrative Assistant provides high-level administrative support to litigation attorneys. This position performs all the duties and responsibilities of a Legal Administrative Assistant with additional emphasis on higher-level responsibilities as outlined below. This position requires a high degree of professionalism, confidentiality and discretion, initiative, flexibility, dependability and accountability.

ESSENTIAL FUNCTIONS

• Obtain and maintain knowledge of attorneys’ practice area and be familiar with legal terminology and procedures.
• Simultaneously handle numerous assignments, timelines and people on a daily basis.
• Submit billable time records on time.
• Serve as primary contact and liaison for clients and advisors.
• Monitor, screen and manage communications including phone calls, mail, and e-mail messages, using independent judgment to determine those requiring priority attention.
• Participate and assist with business development related projects and requests.
• Prepare a variety of complex reports and documents (including statistical, legal, financial, administrative and budget reports).
• Create and maintain an efficient documentation and filing system.
• Maintain appointment schedules and calendars, providing reminders as appropriate.
• Coordinate and organize meetings, including notification to attendees, set-up, pre-and post-meeting correspondence, meeting minutes and records, and other required follow up.
• Research and respond to communications as appropriate.
• Prepare meeting materials and create presentations.
• Manage travel and logistics details for the team.
• Monitor budget and process expenses.
• Perform special projects and other responsibilities as assigned.
• E-file according to court rules and transcribe dictation, a plus.

COMPETENCIES

• Ability to use initiative and independent judgment within established guidelines.
• Ability to maintain a high degree of confidentiality and professionalism.
• Ability to exercise tact and discretion in preparing, handling and disclosing information of a confidential, controversial and/or sensitive nature.
• Ability to read, interpret and present information efficiently and effectively.
• Ability to perform research and prepare reports and recommendations.
• Ability to effectively work under pressure and tight deadlines.
• Ability to effectively communicate verbally and orally with all firm members.
• Ability to prepare complex reports and presentations.
• Ability to effectively prioritize and manage workload.

KNOWLEDGE OR SKILLS REQUIRED

• Demonstrated ability to regularly provide Best in Class Client Service
• Strong administrative skills (organization, time-management, proofreading, accuracy, detail-oriented)
• Superior communication skills, both verbal and in writing.
• Superior level of integrity and confidentiality.
• Ability to work independently and under pressure
• Possess overall commitment to quality and teamwork
• Ability to handle multiple projects simultaneously in a fast-paced environment.
• Computer literacy, including MS Word, Outlook and Excel

PHYSICAL DEMANDS OF POSITION

Work is performed in a professional office environment and requires the following during the work day:

• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
• Individual will interact regularly with others verbally, in-person, and via written communication.

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE:

• Individual in this position will provide additional assistance and support as directed by his/her supervisor.
• This job description is subject to change at any time.

The hourly pay rate for this position is $35.89-$63.58 per hour ($70,000.00-$124,000.00 annualized), with compensation commensurate with experience and other job-related factors permitted by law. This is a non-exempt position eligible for overtime.

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.