Legal Executive Assistant II

Steptoe LLP; New York (NY); On-site; USD 80,000 - 160,000; Full time

Job summary

Steptoe LLP is seeking a Legal Executive Assistant II to support attorneys in various tasks, including drafting documents, maintaining files, and client communication. The ideal candidate will have at least 10 years of legal secretarial experience, strong organizational skills, and proficiency in Microsoft Office. This is a full-time position in a dynamic legal environment, offering the chance to engage in important projects and development initiatives.

Qualifications

• Minimum of 10 years legal secretarial experience required.
• Demonstrated strong project management and writing skills.
• Highly organized with excellent attention to detail.

Responsibilities

• Draft and edit legal documents and correspondence under attorney supervision.
• Communicate with clients to transmit information and perform research.
• Organize and maintain client and attorney files.

Skills

Project Management

Writing

Editing

Research

Communication

Education

High School diploma or equivalent

Some college preferred

Tools

Microsoft Office

Lotus Notes

Job description

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• Participate in business development initiatives with assigned attorneys, practice groups and other firm attorneys as requested
• Communicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
• Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, , researching information regarding expert witnesses, etc.
• Draft and edit correspondence, legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
• Organize and maintain client files such as pleadings, correspondence and memoranda; organizes and maintains attorney files
• Perform document organization tasks such as numbering, sorting, filing, and copying
• Coordinate with attorney(s) on a continual basis to prioritize work to ensure timely turn around and effective use of time to meet deadlines
• Communicate with clients and other personnel inside and outside the firm
• Arrange appointments and travel reservations and maintains attorney(s) calendar(s)
• Prepare and maintain time records
• Provide telephone coverage, routes calls, takes messages, and places outgoing local and long distance calls as requested
• Prepare and secure proper approvals required for all accounting forms, petty cash, entertainment, trip accounts, etc.
• Arrange and schedule meetings
• Assist attorney(s) in preparing billing records, letters, and statements to clients
• Prepare and submit timesheets, billing descriptions and other firm accounting documentation in a timely manner, as required
• Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
• Assist with overflow requirements or special firm projects, providing coverage for secretaries who are absent, as required
• Obtain records or other information from various sources including: government agencies; libraries; legislative bodies; associations; courts, under attorney supervision
• Maintain own and attorney(s)’s offices appearance and security
• Open, prioritize, and distribute mail
  
  

Essential Functions

• Participate in business development initiatives with assigned attorneys, practice groups and other firm attorneys as requested
• Communicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
• Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, , researching information regarding expert witnesses, etc.
• Draft and edit correspondence, legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
• Organize and maintain client files such as pleadings, correspondence and memoranda; organizes and maintains attorney files
• Perform document organization tasks such as numbering, sorting, filing, and copying
• Coordinate with attorney(s) on a continual basis to prioritize work to ensure timely turn around and effective use of time to meet deadlines
• Communicate with clients and other personnel inside and outside the firm
• Arrange appointments and travel reservations and maintains attorney(s) calendar(s)
• Prepare and maintain time records
• Provide telephone coverage, routes calls, takes messages, and places outgoing local and long distance calls as requested
• Prepare and secure proper approvals required for all accounting forms, petty cash, entertainment, trip accounts, etc.
• Arrange and schedule meetings
• Assist attorney(s) in preparing billing records, letters, and statements to clients
• Prepare and submit timesheets, billing descriptions and other firm accounting documentation in a timely manner, as required
• Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
• Assist with overflow requirements or special firm projects, providing coverage for secretaries who are absent, as required
• Obtain records or other information from various sources including: government agencies; libraries; legislative bodies; associations; courts, under attorney supervision
• Maintain own and attorney(s)’s offices appearance and security
• Open, prioritize, and distribute mail
  
  

Non Essential Functions

• Complete other duties as assigned
  
  

Minimum Qualifications

• Minimum of 10 years legal secretarial experience required
• High School diploma or equivalent
• Some college preferred
  
  

Success Factors

• Demonstrated strong project management and/or presentation skills
• Demonstrated strong writing, editing, and research skills
• Excellent attention to detail skills
• Demonstrated capacity for significant timekeeping
• Ability to manage multiple tasks and projects and complete them under time constraints
• Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
• Excellent communication skills
• Demonstrated excellent analytical and research skills
• Demonstrated strong professional customer service skills
• Working knowledge (hands-on) of Microsoft Office, Word, Lotus Notes, PowerPoint, Excel and must remain current on all Steptoe software where it impacts the responsibilities of the position
• Highly organized
• Team player
  
  

Work Environment

• Non-smoking environment
• Must be available to work beyond regular hours
• Must be able to work under tight deadlines and in stressful situations
• Available to work in the office from 9:30 a.m.– 5:30 p.m. Monday through Friday

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Legal

• Industries

  Law Practice

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