Legal Support - Assistant, Senior Assistant, and Specialist

We are actively hiring for multiple levels within our Legal Support team in New York. Depending on your background, you may be considered for one of the following roles: Assistant, Specialist, or Senior Assistant. Candidates will be evaluated on their skills, education, and experience to determine the appropriate level, and compensation will depend on the specific role and individual candidate.Legal Support Assistant works closely with manager or supervisor for training and development opportunities to grow in understanding and ability to perform various clerical and administrative tasks for attorneys in a law firm environment. Position coordinates and follows effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures. Legal Support Senior Assistant is responsible for various administrative tasks for attorneys, coordinates and follows effective office procedures and efficient workflows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures. Prior experience working in key firm practice areas with knowledge of practice specific operations is essential. Involved in the day-to-day management of clients and matters. Legal Support Specialist is a strategic business partner that is responsible for completing complex administrative and practice specific tasks, coordinates effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients. This senior specialist role requires innate skills that allow them to partner with stakeholders in practice management, client development and overall support of a local, regional or national practice group or upper-level management committee. The ability to interface with senior stakeholders and their clients, serving as a gatekeeper, managing every aspect of the attorneys’ schedules and facilitating all administrative tasks with little or no direction. The ideal candidate understands the importance of confidentiality and discretion while simultaneously communicating context to stakeholders; empowering them to make informed decisions and solve problems. Must demonstrate availability to assist during off hours with flexibility to accommodate stakeholders’ schedules. Duties and Responsibilities – Legal Support Assistant Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. using MS Office applications and other firm softwareProofread all work to ensure proper formatting, spelling and grammarInput, edit and finalize attorney daily time entries using the InTapp billing system ensuring compliance with time entry policies and client billing guidelinesPrepare and submit expenses and invoices for payment; submit check requests as neededCoordinate travel arrangements including air, hotel and car service for attorneys; maintain travel expensesReceive, screen and route telephone calls, conference calls and messages to attorneys, clients and staffProcess incoming and outgoing mail and deliveries; distribute promptly upon receiptCoordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and cateringEstablishes and maintains paper and electronic files in compliance with current firm policiesCollaborate with departments across the firm in order to complete required tasks within the role by using appropriate resourcesPerform a variety of clerical and administrative functions including photocopying, printing, binder assembly, transcribing and revising digital audio, etc.Operates office equipment including PCs, printers, phones, copiers, scanners and facsimilesCover other desk assignments when needed and offers assistance to others on the team in order to meet firm and client needsPerform other duties as assignedDuties and Responsibilities – Legal Support Senior Assistant Collect and submit information needed to open new client matters and run conflictsAssist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions and other client related project supportTrack and organize material and information related to attorney leadership roles in bar and other professional organizationsPrepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. using MS Office applications and other firm softwareProofread all work to ensure proper formatting, spelling and grammarInput, edit and finalize attorney daily time entries using the InTapp billing system ensuring compliance with time entry policies and client billing guidelines;Prepare and submit expenses and invoices for payment; submit check requests as neededCoordinate travel arrangements including air, hotel and car service for attorneys and clients; maintain travel expensesReceive, screen and route telephone calls, conference calls and messages to attorneys, clients and staffProcess incoming and outgoing mail and deliveries; distribute promptly upon receiptManage calendars and coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and related servicesCollaborate with departments across the firm in order to complete required tasks within the role by using appropriate resources, address issues and resolve problemsEstablish and maintains paper and electronic files in compliance with current firm policiesOperate office equipment including PCs, printers, phones, copiers, scanners and facsimilesPerform a variety of clerical and administrative functions including photocopying, printing, binder assembly, transcribing and revising digital audio, etc.Maintain and demonstrate proficiency in the use of firm-issued equipment, firm-required software and practice specific applications, as requiredCover other desk assignments when needed and offers assistance to other members on the team in order to meet firm and client needsPerform other duties as assignedDuties and Responsibilities – Legal Support Specialist Handle regular activities without prompting and advise in advance with issues or delays; actively seek ways to support assignments with a proactive and thoughtful approachDevelop and maintain in-depth knowledge of firm operations and processes and the intricacies of specific practice areas; act as the subject matter expert of practice specific processes and procedures and proactively share relevant information with colleaguesDelegate work to appropriate resources and ensure that work is completed in a timely and accurate mannerTrain and develop peers and junior lawyers in practice specific and firm proceduresAble to work independently to drive success of practice group; improve processesVolunteer/be available for special projectsBe a steward and leader of our firm and team cultureConsistently supports the Service Excellence model and consistently excels in performance appraisalsResearch information for new clients/deal pitches (i.e., utilizing LinkedIn)Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issuesCoordinate internal and external meetings, video conferences, and appointments for attorneys and clients including conference room scheduling and related servicesAct as a subject matter expert for policies and procedures; identify and implement operational and organizational improvements to processesTrack and organize material and information related to attorney leadership roles within the firm, in bar and other professional organizationsCollaborate with departments across the firm in order to complete required tasks by using appropriate resources, address issues and resolve problemsPrepare timekeepers for important meetings including gathering talking points, preparing presentations/spreadsheets and helping to manage relationships with clients/direct reports, etc.Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clientsCollect and submit information needed to open new client matters and run conflictsPrepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda using MS Office applications and other firm softwareInitiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting, spelling and grammarProvide oversight for time entry, proformas, and bills for the assigned attorneysManage all aspects of billing and collections including reviewing proformas to conform to billing requirements, identifying and correcting entries and train associates on best practicesCoordinate US and foreign travel arrangements including flights, hotels, car service, transfers, itineraries and any necessary visa documentation; maintain travel expensesReceive, screen and route telephone calls, conference calls and messages to attorneys, clients and staff with a high degree of professionalismMaintain Outlook inboxes including reviewing incoming communications, prioritizing items in terms of deadlines and importance; respond, if applicableResearch information for new clients/deal pitches (i.e., utilizing LinkedIn)Process incoming and outgoing mail and deliveries; distribute promptly upon receiptCover other desk assignments when needed and offer assistance to other members on the teamPerform other duties as assignedLegal Support Assistant Education and/or Experience:Required:High school graduate or equivalencyProficiency in Microsoft Office applications with high aptitude for learning new software and systemsPreferred:Bachelor's degreeAbility to accurately type 50 words per minuteProfessional services industry experience a plusLegal Support Senior Assistant Education and/or Experience:Required:High school graduate or equivalencyThree or more years of related work experience and/or training; or equivalent combination of education and experiencePrevious experience in a similar role in a law firm or professional services environment supporting multiple fee earnersProficiency in Microsoft Office applications and other software typically used in law firms (ex. InTapp, Chrome River, NetDocs, etc.); high aptitude for learning new software and systemsKnowledge of legal terminology and formatsPreferred:Bachelor's degreeAbility to accurately type 50 words per minuteGlobal law firm experienceLegal Support Specialist Education and/or Experience:Required:High school graduate or equivalencyFive or more years of related work experience and/or training; or equivalent combination of education and experienceProficiency in Microsoft Office applications with high aptitude for learning new software and systemsExperience with document management systems (DMS) like iManage or NetDocs.Preferred:Bachelor's degreeAbility to accurately type 50 words per minuteGlobal law firm experienceOther Skills and Abilities – Legal Support AssistantSuperior written and verbal communication skillsStrong attention to detailExcellent organizational and time management skillsSelf-starter who takes initiative; shows ownership and commitment to the positionAbility to work harmoniously and effectively with othersAbility to maintain confidentiality and exercise discretionAbility to work under pressure; manage multiple projects with competing deadlines and prioritiesAbility to develop proficiency in legal and administrative applications that support firm operations and client workEager and willing to learn new skillsReliable with strong work ethicPresents professionally with an ability to speak comfortably and professionally with attorneys, staff, clients and vendorsExcellent customer serviceOther Skills and Abilities– Legal Support Senior AssistantProactive and positive approach to assignments and responsibilitiesExcellent customer service and client relationship skillsSuperior written and verbal communication skillsStrong attention to detailExcellent organizational and time management skillsSelf-starter who takes initiative; shows ownership and commitment to the positionAbility to work independently, harmoniously and effectively with othersAbility to maintain confidentiality and exercise discretionAbility to work under pressure; resilience to navigate multiple projects with competing deadlines and prioritiesAbility to learn and embrace new skills and best practices as the position evolves and Firm needs changeReliable with strong work ethicWillingness to develop others through mentoring and sharing experiencesOther Skills and Abilities – Legal Support SpecialistStrong soft skills such as communication, prioritization, reasoning and leadership skillsAbility to facilitate all administrative tasks with little or no directionStrong attention to detailExcellent organizational and time management skillsSelf-starter who anticipates needs, takes initiative and solves problems; shows ownership and commitment to the positionAbility to work harmoniously and effectively with othersAbility to maintain confidentiality and exercise discretionResilient, composed and positive when facing pressure; ability to navigate multiple projects with competing deadlines and prioritiesAbility to learn and embrace new skills and best practices as the position evolves and firm needs changeAbility to instill confidence; incredibly proactive and positive approachReliable, flexible with a strong work ethic; available to assist during off hours, when needed, to meet client needsDemonstrates a curious nature and knows how to add value; asks pointed questions and can be candid in response to questions asked of themAbility to develop relationships and foster teamwork at all levels of the firmExcellent customer service and client relationship skillsWillingness to develop others through mentoring and sharing experiences#LI-KG2The target salary range for this role is:Legal Support Assistant: $61,200 - $85,000, Legal Support Senior Assistant: $72,200 - $101,000 and Legal Support Specialist: $85,200 - $118,000 if located in New YorkSalaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements. The requirements listed above are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email View email address on click.appcast.io (current employees should contact Human Resources).Sidley Austin LLP is an Equal Opportunity Employer.SummaryLocation: New YorkType: Full time