Legal Executive Assistant (Tax Group)

The ONeil Search Group; New York (NY); On-site; USD 55,000 - 76,000; Full time

Job summary

The ONeil Search Group is seeking an experienced administrative professional to support attorneys with calendar management, travel planning, and client communications in a fast-paced law firm environment.

Responsibilities include time entry, expense processing, document handling, client billing, and coordinating meetings both in person and virtually. A detail-oriented candidate with strong organizational skills will thrive in this role.

Responsibilities

• Calendar management for meetings, appointments, deadlines and client activities.
• Screen high volumes of phone calls and record accurate messages to relay to attorneys.
• Coordinate travel arrangements and prepare itineraries.
• Enter attorney time in InTapp before weekly deadline and monitor timesheets.
• Submit attorney expenses and invoices through Emburse (Chrome River).
• Document processing and draft basic documents for attorney review; proofreading.
• Prepare client billing and edit bills as directed.
• Monitor, review and route incoming mail; deliver mail and flag urgent matters.
• Schedule in-person conference room meetings and arrange refreshments and A/V equipment.
• Schedule virtual meetings via Teams and Firm software.
• Coordinate package deliveries with Mail Room and Documents Center; arrange large print requests.
• Request visitor clearance with Lobby Security.
• Monitor Bar/CLE credits and dues.
• Update contact names/addresses in InterAction/Outlook; manage distribution lists.
• Coordinate file management with Records Department; handle removal/storage of client files.
• Prepare conflicts checks and New Matter forms, Engagement Letters, etc.
• Occasional personal work.

Skills

Calendar management

Phone screening

Travel coordination

Time entry (InTapp)

Expense reporting (Emburse/Chrome Rver

Document processing

Proofreading

Billing support

Mail handling

Meeting scheduling

Virtual meetings (Teams)

Records management

Conflicts checks

New Matter forms

Engagement letters

Visitor clearance coordination

Tools

InTapp

Emburse/Chrome River

InterAction

Outlook

Microsoft Teams

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.