Practice Assistant

Selendy Gay PLLC; New York (NY); On-site; USD 65,000 - 120,000; Full time

Job summary

Selendy Gay PLLC in New York seeks a Practice Assistant to provide comprehensive administrative support to associates and partners, manage calendars, coordinate travel, draft and format documents, and handle billing and vendor invoices.

The role requires a Bachelor’s degree preferred with a year of administrative experience, proficiency in Microsoft Outlook, strong attention to detail, and solid communication skills. This non-exempt position offers exposure to a top-tier law firm environment.

Qualifications

• Bachelor’s degree preferred with at least 1 year of administrative experience.
• Proficient in Microsoft Outlook suite and calendar management.
• Strong analytical, troubleshooting, organizational, and planning skills with attention to detail.
• Clear and concise written and verbal communication; works well independently and in a team.

Responsibilities

• Act as the administrative point of contact between attorneys and clients.
• Answer and respond to incoming calls on behalf of assigned attorney.
• Prepare, edit, and format documents and presentations.
• Arrange travel and create detailed itineraries for attorneys.
• Coordinate calendar management and reminders for meetings.
• Process and track invoices; reconcile expenses and vendor billing.

Skills

Attention to detail

Interpersonal communication

Time management

Analytical skills

Written communication

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Intapp

Job description

Practice Assistants provide administrative support to associates and partners.

Responsibilities:

• Act as the administrative point of contact between the attorneys and internal/external clients
• Answer and respond to incoming calls on behalf of assigned attorney
• Develop a strong understanding of assigned attorney’s habits, preferences, practice, clients, and workflow
• Prepare, edit, and format correspondences, presentations, spreadsheets, memos, and other documents
• Prepare labels for packages and coordinate courier/messenger deliveries; track complex shipments to ensure they have reached their intended destinations
• Arrange complex travel arrangements/accommodations as required and create detailed travel itineraries for assigned attorneys
• Order catering for meetings as necessary
• Process and track vendor/client invoices in the Firm’s check request system and resolve any billing issues
• Reconcile attorney Amex accounts on a weekly basis
• Submit attorney expenses for reimbursements
• Proofread and enter time entries in timekeeping system for assigned attorneys
• Proofread and edit client bills monthly and assist in resolving billing issues
• Prepare new vendor agreement forms and assemble required documentation
• Maintain attorneys’ calendars by arranging and/or adjusting meetings, and providing reminders as necessary
• Manage business contacts and development activities through Intapp
• Perform other administrative duties such as printing, copying, scanning, and filing documents
• Pull news articles, convert to PDF, and circulate as needed
• Assist with planning and executing internal and external events
• Assist with special projects across various departments
• Notarize necessary documents as needed
• Provide backup support for other Assistants

Requirements:

• Bachelor’s degree preferred and one year of experience in an administration role.
• Proficient in Microsoft Outlook suite
• Excellent analytical, troubleshooting, organizational, and planning skills; strong attention to detail
• Ability to demonstrate effective interpersonal and communication skills, both verbally and in writing
• Ability to work well independently, as well as effectively within a team
• Ability to communicate clearly and concisely, both verbally and in writing
• Strong research and analytical skills
• Willingness to enthusiastically complete both high-level and low-level tasks

This is a non-exempt position and the salary range for this role is $65,000 - $120,000, commensurate with experience.

Selendy Gay PLLC is an Equal Opportunity Employer