Legal Executive Assistant - Finance

Job Description

NY law firm seeking an Executive Assistant for their Finance department.

At least five (5) years of experience in a similar position in a legal

Duties & Responsibilities:

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• Calendar management (e.g. meetings, appointments, filing deadlines and client-related activities.)
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• 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.
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• Coordinate travel arrangements (e.g. ground, rail and air) and prepare related itinerary.
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• 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.
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• Submit attorney expenses and invoices through Emburse (Chrome River) (e.g., travel expense reports and disbursement requests).
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• 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.
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• Proofread materials for formatting, spelling and grammar.
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• Client billing (i.e. prepare billing correspondence, edit bills and computations as directed).
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• Monitor, review and route incoming mail; deliver mail to offices and flag urgent matters.
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• Schedule in-person conference room meetings and arrange refreshments, meals, audio/visual equipment, etc.
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• Schedule virtual meetings via Microsoft Teams and other Firm software.
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• 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.
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• Request visitor clearance with Lobby Security.
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• Monitor and manage Bar/CLE credits and dues.
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• Enter activities and maintain and update contact names and addresses in InterAction/Outlook ; maintain players and distribution lists.
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• Coordinate file management with the Records Department by handling removal and storage of both physical and electronic client files as directed.
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• Prepare conflicts checks and prepare New Matter forms, Engagement Letters, etc.
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• Occasional personal work.
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Qualifications :

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• Education: High school diploma required; college or business school preferred.
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• Experience: At least five (5) years of experience in a similar position in a legal or corporate environment is required.
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Skills and Abilities :

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• Excellent customer service skills across all interactions, including with internal team
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• Strong attention to detail, judgment and effective decision-making skills.
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• Must be resourceful, organized, and proactive in a fast-paced environment.
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• People management skills with a high degree of integrity.
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• Ability to work independently with tight deadlines.
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• Ability to maintain the highest level of confidentiality.
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• Remains calm and effective under pressure.
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• Knowledge of relevant Firm software programs (i.e., Microsoft Office suite, Emburse (Chrome River), Intapp, Webex, Zoom, LoopUp, InterAction, 3E, Litera Compare, Tungsten Power PDF), with the ability to learn new software and operating systems.
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