Legal Executive Assistant

Vaco LLC; New York (NY); Vor Ort; USD 90.000 - 115.000; Vollzeit

Zusammenfassung

Vaco is seeking a polished Legal Executive Assistant to provide high-level administrative and legal support to attorneys and practice teams. The role emphasizes confidentiality, meticulous document handling, and proactive client service, with a strong focus on calendar management and travel logistics.

The position requires at least three years of legal secretarial experience, advanced MS Office skills, and familiarity with iManage and billing processes.

Qualifikationen

• High school diploma or equivalent required; college degree preferred.
• Minimum of three years in legal secretarial support, preferably at a law firm.
• Advanced MS Office skills; familiarity with iManage and calendaring systems.

Aufgaben

• Manage calendars, travel, and extensive global travel arrangements for attorneys.
• Draft, proofread, edit, and format complex legal documents and correspondences.
• Support business development activities, including client pitches, RFPs, and engagement letters.
• Monitor time entries, prebills, and assist with billing updates and collections.
• Maintain electronic and hard-copy client files per policies (iManage).
• Provide practice support, including e-filings, docket research, and confidential admin tasks.

Kenntnisse

Communication

Attention to detail

Discretion/Confidentiality

Time management

Multitasking under deadlines

Ausbildung

High school diploma or equivalent

College degree preferred

Tools

Microsoft Office Suite

PDF tools

iManage

Calendaring software

Jobbeschreibung

Title: Legal Executive Assistant

Location: 4-5 days on site

Salary: $90,000-$115,000

Position Summary: Professional Executive Assistant

An international law firm is actively seeking a polished Professional Assistant to deliver high-level administrative and legal support to attorneys, practice teams, and clients. This role is ideal for a detail-oriented, proactive professional committed to exceptional client service and internal collaboration.

Core Responsibilities & Accountabilities

• Calendar & Travel Management: Manage intricate attorney inboxes, calendars, contacts, mail, and matter files, alongside coordinating conference calls, meetings, videoconferencing, equipment, catering, and extensive global travel arrangements.
• Document Production & Editing: Draft, proofread, edit, and format correspondence and complex legal documents to rigorous standards. Support business development initiatives, including client pitches, RFPs, attorney biographies, engagement letters, and new client/matter intake documentation.
• Billing & Financial Administration: Monitor time entry, review diaries and prebills, support invoice transmittals, prepare expense reports, and coordinate with client accounting on billing updates and collections.
• File & Information Management: Maintain electronic and hard-copy client files in strict compliance with records policies—including organization, labeling, digital document management (such as iManage) storage, and file closing.
• Practice & Team Support: Provide phone coverage, client communication, document production, and general administrative assistance, including handling e-filings, docket and case research, pleadings files, and practice support.
• Compliance & Coordination: Assist with CLE tracking, professional licenses, court admissions, memberships, and special projects or committee initiatives.

Qualifications & Requirements

• Education: High school diploma or equivalent required; a college degree is preferred.
• Experience: A minimum of three years of overall legal secretarial (or equivalent) experience required, with prior law firm experience strongly preferred.
• Technical Proficiency: Advanced command of the Microsoft Office Suite and PDF tools. Familiarity with document management systems (e.g., iManage), calendaring software, and foundational accounting aptitude or reporting analysis is highly preferred.
• Key Competencies: Exceptional written and verbal communication skills, meticulous attention to detail, high stress tolerance, and the ability to exercise independent judgment, maintain strict confidentiality, and manage multiple tasks under tight deadlines

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