Legal Executive Assistant - Finance

The ONeil Search Group; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

The ONeil Search Group is seeking a detail-oriented legal administrative assistant in New York. The role supports attorneys with calendar management, travel arrangements, time entry, expense submissions, and document processing to ensure client matters run smoothly.

The position involves monitoring communications, billing support, and coordination of meetings (in-person and virtual), with occasional personal tasks. Strong proofreading and organizational skills are essential.

Responsibilities

• Calendar management for meetings, appointments, deadlines, and client activities.
• Screen high volumes of phone calls and relay accurate messages to attorneys.
• Coordinate travel arrangements and prepare itineraries.
• Enter attorney time in InTapp before weekly deadlines; monitor and adjust times attributed to matters.
• Submit attorney expenses via Emburse (Chrome River), including travel expense reports.
• Process and revise legal documents and general correspondence; draft basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Prepare client billing and edit bills and computations as directed.
• Monitor, review and route incoming mail; deliver mail to offices and flag urgent matters.
• Schedule in-person conference room meetings and arrange refreshments, meals, AV equipment.
• Schedule virtual meetings via Microsoft Teams and firm software.
• Coordinate package deliveries with Mail Room and document preparation with the Document Processing Center and large print requests.
• Request visitor clearance with Lobby Security.
• Monitor and manage Bar/CLE credits and dues.
• Enter activities and maintain/update contact names/addresses in InterAction/Outlook; manage distributions.
• Coordinate file management with Records Department by handling removal and storage of client files.
• Prepare conflicts checks and New Matter forms, Engagement Letters, etc.
• Occasional personal work.

Job description

Duties & Responsibilities:

• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
• Provide telephone support to attorneys by screening high volumes of phone calls and recording accurate and detailed messages to relay to attorney(s) as soon as possible.
• Coordinate travel arrangements (e.g. ground, rail and air) and prepare related itinerary.
• Enter attorney time using InTapp before weekly deadline to ensure compliance with Firm policies and procedures. Subsequent monitoring and moving of time attributed to matters held in suspense. The practice group expects meticulous and extensive proofreading of timesheets to adhere with all client regulations and requirements.
• Submit attorney expenses and invoices through Emburse (Chrome River) (e.g., travel expense reports and disbursement requests).
• Document processing (e.g., making revisions and preparing comparisons) of legal documents and general correspondence. May be asked to draft basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed).
• Monitor, review and route incoming mail; deliver mail to offices and flag urgent matters.
• Schedule in-person conference room meetings and arrange refreshments, meals, audio/visual equipment, etc.
• Schedule virtual meetings via Microsoft Teams and other Firm software.
• Coordinate package deliveries with the Mail Room (e.g. messenger service, USPS, FedEx, etc.), as well as document preparation with the Document Processing Center and large print requests with the Duplicating department.
• Request visitor clearance with Lobby Security.
• Monitor and manage Bar/CLE credits and dues.
• Enter activities and maintain and update contact names and addresses in InterAction/Outlook; maintain players and distribution lists.
• Coordinate file management with the Records Department by handling removal and storage of both physical and electronic client files as directed.
• Prepare conflicts checks and prepare New Matter forms, Engagement Letters, etc.
• Occasional personal work.