Legal Administrative Assistant

ADP, Inc.; New York (NY); Hybrid; USD 54,000 - 63,000; Full time

Benefits offered by this job

Bonus eligibility

Generous paid time off

Health insurance

401(k) Profit Sharing

Disability and life insurance

Dental and vision insurance

Flexible spending accounts

Employee Assistance Program

Hybrid remote work

Job summary

Axinn seeks an experienced administrative assistant in our New York office under the supervision of the Assistant Director of HR & Administration. The role encompasses clerical duties, calendar coordination, travel arrangements, and support across assigned area with limited supervision.

Responsibilities include proofreading documents, preparing correspondence, tracking attorney hours, prebills, and back-up support for other admins. Hybrid schedule with in-office presence required.

Qualifications

• 2+ years general office experience required.
• Prior law firm experience preferred.
• Excellent verbal and written communication.
• General knowledge of office equipment and tools.
• Strong Microsoft Office skills – Word, Excel, PowerPoint, Outlook and related tools.
• Ability to build rapport with attorneys and professional staff.
• Strong organizational skills with attention to detail.
• Ability to work independently but within a team environment.

Responsibilities

• Maintain calendar and contacts.
• Room scheduling/reservations for meetings.
• Meet and greet clients; coordinate meetings and AV needs.
• Track monthly expenses; manage corporate card accounts.
• Make travel arrangements.
• Respond to emails with required assistance.
• Prepare legal documents and correspondence; electronic filings.
• Document formatting and filing; create and maintain files.

Skills

Office administration

Microsoft Office

Communication

Organization

Team collaboration

Independent work

Client coordination

Tools

Document management tools

Job description

Incisive. Inclusive. Invested. We’re Axinn.

Experienced, tenacious, and always trial-ready, we are committed to understanding complex legal challenges that impact the future of our clients' businesses, globally.

Focusing on antitrust, intellectual property, and high-stakes litigation, our extensive teams in the U.S. possess deep knowledge and client-side experience across a range of sectors, including technology, healthcare, life sciences, and consumer products.

At Axinn, inclusivity is central to who we are. We have a purpose that goes beyond profit, which includes fostering a fair, welcoming workplace and supporting the communities where we live and work. We actively recognize talent and promote opportunities for all team members. By embracing the unique experiences and perspectives of our people, we fuel creativity and deliver results for our clients.

Under the supervision of the Assistant Director of HR & Administration this position has primary responsibility for the performance of clerical/administrative activities and coordination of activities and events as necessary. This position will perform a variety of administrative and staff support duties for the assigned area or pool, with limited supervision.

Responsibilities and Duties:

General administrative support services

• Maintain calendar and contacts
• Room scheduling/reservations (individual and group meetings)
• Meet/greet clients; arrange meetings (including any beverage/food and AV requirements)
• Track monthly expenses, prepare expense reports and manage corporate card accounts
• Make travel arrangements
• Respond timely to emails requesting other assistance

Documentation

• Proofread documents upon attorney request
• Perform photocopying, scanning, faxing, binding, filing, etc.
• Prepare legal correspondence, documents, electronic filings, etc.
• Document formatting, following firm styles, finalizing document for filing including TOCs.
• Create and maintain files
• Prepare new client/matter forms; engagement letters, etc.
• Create binders

• Track attorney bar/court admissions/CLE information
• Conduct minor non-billable research for assigned attorneys (i.e., filings, court cases, patents, etc...)
• Enter attorney hours into time management system and manage contract attorney time as applicable
• Review and edit of monthly prebills; drafting cover letters for same
• Minor personal work for a Partner
• Provide back-up services for other admins or office personnel
• Other duties and special projects as assigned

Education, Experience, and Skills Required:

• 2+ years general office experience required, prior law firm experience is preferred.
• Excellent communication skills, both verbal and written.
• General knowledge of office equipment and tools.
• Strong Microsoft Office skills – Word, Excel, PowerPoint, Outlook and various document management tools.
• Ability to build rapport with attorneys and professional staff.
• Strong organizational skills with great attention to detail.
• The ability to work independently but within a team environment.

At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:

• Competitive starting pay and annual discretionary bonus and raise eligibility
• Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
• Firm paid short and long-term disability, plus life and accident insurance
• 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
• Comprehensive medical, dental, and vision insurance options
• Flexible spending and health savings accounts (medical plan dependent)
• Firm paid comprehensive Employee Assistance Program (EAP)
• Hybrid remote work schedules are available for most employees (per current policy, in-office presence is required at least 3-days per week and fully remote roles are not available)

This is a full-time, benefits eligible, non-exempt level position. Final rate of pay will be commensurate with the incumbent’s experience, with a targeted hiring range of $39.00 – $46.00 hourly. This position is currently available in our NY office location only.

Axinn is an equal employment opportunity employer and is committed to creating an environment that draws upon the strength of the diversity of its workforce to achieve excellence in the Firm's field and beyond