Legal Administrative Assistant- 3225511

AMS Staffing Inc.; New York (NY); Hybrid; USD 75,000 - 110,000; Full time

Job summary

A leading company in New York is seeking a Legal Administrative Assistant to provide essential support to attorneys, ensuring client satisfaction through effective organization and communication. The role involves managing schedules, billing, and client interactions in a hybrid work environment.

Qualifications

• Five or more years of administrative experience in a large law or professional services firm.
• Billing experience, including electronic billing, preferred.

Responsibilities

• Schedules and maintains timekeepers’ calendars and meetings.
• Assists with monthly client billing and monitors client budgets.
• Prepares a variety of forms and creates new documents.

Skills

Communication

Organizational Skills

Attention to Detail

Flexibility

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Job Title: Legal Administrative Assistant

Location: New York City, NY 10017

Salary/Payrate: $75k - $110k

Work Environment: Hybrid (4 Days in Office)

Bachelor’s degree required: Preferred

Referral Fee: $500 referral fee - should your referral start with our client

Job Description

The Assistant is a key member of the New York administrative support team, who puts clients first while helping attorneys maximize the amount of time they can devote to client matters. The Assistant performs a wide variety of organizational and administrative tasks, which includes providing a high level of customer service and support while consistently producing an excellent work product. The Assistant maintains a general knowledge of the firm’s practice areas/groups and a specialized knowledge of the assigned attorneys’ practice area(s) and clients to ensure extraordinary client satisfaction.

• Schedules and maintains timekeepers’ calendars. Schedules meetings with clients and colleagues in different time zones around the world.
• Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner. Responds to customer/client requests promptly.
• Identifies and responds to client issues and problems in a timely manner. Seeks feedback and follow-up, as appropriate.
• Reviews and triages attorney emails and phone calls. Reduces administrative burden on assigned attorneys so they can maximize time spent on client matters.
• Maintains lawyer-client contact information, including adding clients to marketing lists and maintaining other pertinent information in the Firm’s client contact database program.
• Opens new matters and generates client conflict checks. Drafts and maintains client engagement letters.
• Inputs, reviews, edits, and closes timekeepers’ time entries through the Firm’s web-based time entry program.
• Assists with monthly client billing (paper and electronic billing). Monitors client budgets and completes spreadsheets comparing spend to budget. Performs client, matter, and timekeeper inquiries.
• Works directly with clients to ensure they have the information they need to pay bills on time.
• Prepares timekeepers’ expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Coordinates travel arrangements through in-house Travel Department. Maintains travel information in Outlook. Handles changes and cancellations in a timely manner to ensure fees are minimized.
• Following the Firm’s established document processing methods and procedures. Creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Prepares a variety of forms and creates new documents using the Firm’s best practice methods.
• Coordinates with Records Department for file retrieval. Sets up and maintains timekeeper’s work files, including daily and regular filing. Indexes and prepares files for off-site storage.
• Prepares annual and/or supplemental audit letter responses.
• Arranges for video conferencing and sets up conference calls.
• Schedules in-person client meetings, orders catering, and coordinates audio-visual needs with clients.

Required Skills

• Advanced knowledge of Microsoft Office Suite.
• Ability to communicate effectively, both verbally and in writing, with lawyers, business services employees, and clients.
• Demonstrates dedication to producing quality work product, with excellent attention to detail.
• Flexible attitude, with the ability to deal well with changing assignments.
• Great organizational skills; Prioritizes workload appropriately.
• Understands the need to ask questions and seek guidance.

Education, Certifications, And/Or Experience

• Five or more years of administrative experience in a large law or professional services firm.
• Billing experience, including electronic billing, preferred.
• Bachelor’s degree preferred.

HOURS: Core hours are Monday through Friday, 10:00 a.m. to 6:00 p.m, including lunch hour, with flexibility for overtime as needed.