Legal Executive Assistant II

Steptoe LLP; New York (NY); On-site; USD 75,000 - 100,000; Full time

Job summary

A leading law firm is seeking a Legal Executive Assistant II to support attorneys in various tasks, including project management, client communication, and document preparation. The role requires at least 10 years of legal secretarial experience and a strong command of Microsoft Office tools. The successful candidate will thrive in a fast-paced environment and manage multiple responsibilities under tight deadlines, ensuring high-quality service.

Qualifications

• Minimum of 10 years legal secretarial experience required.
• High School diploma; some college preferred.
• Demonstrated strong project management and communication skills.

Responsibilities

• Participate in business development initiatives and communicate with clients.
• Draft and edit correspondence, legal documents, and organize client files.
• Perform special factual research requests and maintain calendars.

Skills

Project Management

Writing

Editing

Research

Communication

Attention to Detail

Analytical Skills

Customer Service Skills

Education

High School diploma or equivalent

Some college preferred

Tools

Microsoft Office

Lotus Notes

PowerPoint

Excel

Job description

Position(s) I am Applying for
Legal Executive Assistant II

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