Legal Executive Assistant: Scheduling, Billing & Docs

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

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.