Practice Assistant (8+ years of experience)

Selendy Gay; New York, Northern (NY, KY); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Selendy Gay PLLC in New York is seeking a Practice Assistant with 8+ years of experience to provide comprehensive administrative support to a senior partner and other attorneys.

You will manage calendars, coordinate communications, prepare documents, arrange travel, handle billing, and assist with special projects and events while maintaining confidentiality and professionalism.

Qualifications

• Bachelor’s degree preferred and eight years 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.

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 attorneys.
• Develop a strong understanding of assigned attorneys’ habits, preferences, practice, clients, and workflow.
• Prepare, edit, and format correspondence, 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 reimbursement
• Proofread and enter time entries in the 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 administrative support on personal matters for Senior Partner, including coordinating appointments, managing errands and services, and handling other personal logistics as needed.
• Provide backup support for other Assistants

Skills

Administrative support

Communication

Time management

Attention to detail

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Job description

[Practice Assistant (8+ years of experience)]

As a Practice Assistant, you will provide administrative support to a senior partner and other attorneys.

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 attorneys
• Develop a strong understanding of assigned attorneys’ habits, preferences, practice, clients, and workflow
• Prepare, edit, and format correspondence, 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 reimbursement
• Proofread and enter time entries in the 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 administrative support on personal matters for Senior Partner, including coordinating appointments, managing errands and services, and handling other personal logistics as needed.
• Provide backup support for other Assistants

Requirements:

• Bachelor’s degree preferred and eight years 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 annual salary range for this role is $90,000-$120,000, commensurate with experience. This salary range reflects the estimated base salary. Total cash compensation will be higher when factoring in gap pay, overtime, year-end bonus and benefits.

Selendy Gay PLLC is an Equal Opportunity Employer