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Legal Executive Assistant II
New York, NY
Job Description
Steptoe LLP, a Washington, DC-based Am Law 100 law firm, is seeking a Legal Executive Assistant II. This position is based in the New York office. The Legal Executive Assistant II will perform administrative and secretarial support for the firm as a whole and specifically for the attorneys to whom assigned.
Responsibilities
Responsibilities
- Participate in business development initiatives with assigned attorneys, practice groups and other firm attorneys as requested
- Coordinate opening new matters, including: conflict checks, prepare draft engagement agreements; email firm management for rate approval (if necessary), etc.
- Comunicate (in some cases and under the direct supervision of an attorney) directly with clients to transmit information or perform special factual research requests
- Perform special factual research requests, under attorney supervision, e.g., reviewing documentation and preparing a chronology of events, analyzing terms of insurance policies and preparing a summary, researching information regarding expert witnesses, etc.
- Draft and edit correspondence, legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
- Assist attorneys in editing legal documents, memoranda and other written materials as needed for attorney review and under attorney supervision
- Organize and maintain client files such as pleadings, correspondence and memoranda; organizes and maintains attorney files
- Perform document organization tasks such as numbering, sorting, filing, and copying
- Assist in electronic file management of correspondence with clients.
- Coordinate with attorney(s) on a continual basis to prioritize work to ensure timely turn around and effective use of time to meet deadlines
- Communicate with other personnel inside and outside the firm
- Arrange appointments, meetings and travel reservations and maintains attorney(s) calendar(s)
- Provide telephone coverage, routes calls, takes messages, and places outgoing local and long distance calls as requested
- Prepare and secure proper approvals required for all accounting forms, petty cash, entertainment, trip accounts, etc.
- Prepare and submit timesheets, billing descriptions and other firm accounting documentation in a timely manner, as required
- Assist attorney(s) in preparing billing records, letters, and statements to clients
- Interact with other firm departments and resources in order to ensure completeness and accuracy of work product and effective use of firm resources
- Assist with overflow requirements or special firm projects, providing coverage for secretaries who are absent, as required
- Obtain records or other information from various sources including: government agencies; libraries; legislative bodies; associations; courts, under attorney supervision
- Open, prioritize, and distribute mail
- Maintain a neat and organized workspace
- Complete other duties as assigned
Qualifications
- Minimum of 5 years legal secretarial experience required; 10 years' experience preferred
- High School diploma or equivalent
- Some college preferred
Success Factors
- Demonstrated strong project management and/or presentation skills
- Demonstrated strong writing, editing, and research skills
- Excellent attention to detail
- Ability to manage multiple tasks and projects and complete them under time constraints
- Ability to exercise discretion and independent judgment in carrying out responsibilities of the job
- Excellent communication skills
- Demonstrated excellent analytical and research skills
- Demonstrated strong professional customer service skills
- Working knowledge (hands-on) of Microsoft Office, Word, Outlook, PowerPoint, Excel, DTE/InTapp, Adobe, InterAction (a plus) and must remain current on all firm software where it impacts the responsibilities of the position
- Highly organized
- Team player
Work Environment
- Non-smoking environment
- Must be available to work beyond regular hours
- Must be able to work under tight deadlines and in stressful situations
- Available to work in the office from 9:30 a.m.- 5:30 p.m. Monday through Friday
The anticipated salary for this position is $100,000. The actual base salary offered will be dependent upon the applicant's experience and qualifications, as well as other job-related factors, including but not limited to, relevant skills, education, certifications or other professional licenses held, and if applicable, geographic location.
Steptoe LLP is an equal opportunity employer EOE/AA/Minority/Female/Disability/Veteran. All qualified applicants will receive consideration without regard to race, color, religion, gender, national origin, sexual orientation, gender identity and expression, marital status, mental or physical disability, genetic information, or any basis proscribed by applicable statutes.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
5+ years
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