Legal Practice Assistant (formerly Legal Secretary)

Herbert Smith Freehills LLP; New York (NY); On-site; USD 100,000 - 115,000; Full time

Job summary

Herbert Smith Freehills LLP in New York City seeks a Legal Practice Assistant to provide comprehensive administrative and practice support to attorneys in the Land Use Department. The role requires strong document-production, organizational, communication, and follow-through skills, with hybrid work in NYC.

The position involves scheduling, drafting and proofreading memos, managing document versions, time entry, expense submissions, BD support, and event coordination, all while maintaining

Qualifications

• Prior experience providing administrative or legal practice support in a law firm or professional-services environment.
• Advanced proficiency with Microsoft Word, Outlook, Adobe Acrobat, document comparison, and PDF assembly.
• Strong proofreading, formatting, written communication, and records-management skills.
• Excellent organization, attention to detail, judgment, discretion, and ability to manage competing deadlines.
• Demonstrated ability to communicate professionally with attorneys, internal departments, clients, vendors, and event contacts.
• Ability to work independently, anticipate needs, maintain accurate follow-up systems, and collaborate effectively as part of a team.

Responsibilities

• Schedule meetings, register visitors, and reserve conference rooms.
• Draft, create, format, and proofread memoranda, letters, and other documents.
• Prepare document comparisons and redlines using tracked changes, and maintain accurate document versions.
• Create PDFs and combine multiple documents into a single, organized PDF.
• Enter attorney time and prepare expense reimbursement submissions.
• Prepare FedEx and hand-delivery packages and coordinate outgoing materials.
• Maintain electronic and records-management filing systems.
• Assist with proforma organization, business-development tracking, mailbox cleanup, and printing.
• Research prior-year commitments and prepare internal approval requests for proposed commitment amounts.
• Communicate with event coordinators to confirm commitments and obtain invoices.
• Submit check requests and track payments and related documentation.
• Coordinate with Marketing on advertisements and delivery of firm logos or other event materials.
• Circulate event opportunities within the department, coordinate attendance, and provide final guest lists to event organizers.
• Maintain and update department retainer-letter templates, including annual billing-rate ranges obtained from the appropriate internal source.
• Prepare retainer letters and client/matter intake materials.
• Maintain tracking logs and follow up to obtain signed engagement letters and confirm that new matters are opened.
• Maintain accurate client and matter lists and coordinate the transfer of files to Records when needed.

Skills

Word/Outlook/Adobe Acrobat

Proofreading/Formatting

Records management

Organization/Detail-oriented

Communication with attorneys/clients

Independence/Teamwork

Tools

Microsoft Word

Outlook

Adobe Acrobat

Document comparison

PDF assembly

Job description

The Opportunity

Position Summary: The Legal Practice Assistant provides comprehensive administrative and practice support to attorneys in the Land Use Department. The role requires strong document-production, organizational, communication, and follow-through skills, as well as the ability to manage multiple priorities and maintain accurate client, matter, contact, scheduling, and business-development records. This role is hybrid in NYC.

Key Responsibilities

Administrative and Practice Support

• Schedule meetings, register visitors, and reserve conference rooms.
• Draft, create, format, and proofread memoranda, letters, and other documents.
• Prepare document comparisons and redlines using tracked changes, and maintain accurate document versions.
• Create PDFs and combine multiple documents into a single, organized PDF.
• Enter attorney time and prepare expense reimbursement submissions.
• Prepare FedEx and hand-delivery packages and coordinate outgoing materials.
• Maintain electronic and records-management filing systems.
• Assist with proforma organization, business-development tracking, mailbox cleanup, and printing.

Business Development and Charitable Events

• Research prior-year commitments and prepare internal approval requests for proposed commitment amounts.
• Communicate with event coordinators to confirm commitments and obtain invoices.
• Submit check requests and track payments and related documentation.
• Coordinate with Marketing on advertisements and delivery of firm logos or other event materials.
• Circulate event opportunities within the department, coordinate attendance, and provide final guest lists to event organizers.

Client and Matter Administration

• Maintain and update department retainer-letter templates, including annual billing-rate ranges obtained from the appropriate internal source.
• Prepare retainer letters and client/matter intake materials.
• Maintain tracking logs and follow up to obtain signed engagement letters and confirm that new matters are opened.
• Maintain accurate client and matter lists and coordinate the transfer of files to Records when needed.

Contacts, Calendars, and Department Coordination

• Maintain Land Use contact information and ensure updates are reflected in the firm's contact-management systems.
• Tag appropriate Land Use attorneys, add relevant notes, and remove outdated entries from department contact lists as applicable.
• Download and circulate the City Planning Commission agenda and calendar on a bimonthly basis.
• Maintain and circulate department summer-vacation and holiday schedules.

Qualifications and Core Competencies

• Prior experience providing administrative or legal practice support in a law firm or professional-services environment.
• Advanced proficiency with Microsoft Word, Outlook, Adobe Acrobat, document comparison, and PDF assembly.
• Strong proofreading, formatting, written communication, and records-management skills.
• Excellent organization, attention to detail, judgment, discretion, and ability to manage competing deadlines.
• Demonstrated ability to communicate professionally with attorneys, internal departments, clients, vendors, and event contacts.
• Ability to work independently, anticipate needs, maintain accurate follow-up systems, and collaborate effectively as part of a team.

Salary Range - $100,000 - $115,000

Team

Real Estate

Working Pattern

Full time

Location

New York

Contract type

Permanent Contract

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values - Human, Bold, and Outstanding.

HerbertSmithFreehillsKramerisanequalopportunityemployer.Thefirmiscommittedtocreatingandmaintainingaworkplaceinwhichallemployeeshaveanopportunitytoparticipateandcontributetothesuccessofthebusinessandarevaluedfortheirskills,experience,anduniqueperspectives.Thefirmdoesnotdiscriminateonthebasisofrace,color,creed,religion,sex,nationalorigin,veteranstatus,mentalorphysicalhandicapordisability,age,citizenshipstatus,alienage,ancestry,maritalstatus,sexualorientation,genderidentity,orexpressionoranyothercriteriaprohibitedunderapplicablefederal,stateorlocallaw.