Legal Administrative Assistant

Perlman & Perlman, LLP, with offices in New York City, Washington, DC and Mesa, Arizona is one of the nation’s leading law firms serving nonprofit organizations, fundraising companies and professionals, social enterprises, and for-profit companies engaged in philanthropy and cause marketing. Our scope includes traditional nonprofit legal matters as well as evolving areas of the law, in particular, social enterprise law. The firm serves as outside general counsel and special counsel to many of the nation’s leading nonprofit organizations, including public charities, private foundations, social welfare organizations, and trade associations, assisting on a wide variety of matters, including entity formation, charitable giving and charitable solicitation, tax-exemption, contracts, corporate transactions, corporate governance, intellectual property and technology, litigation and employment. The firm is one of the nation’s largest and most respected providers of charitable fundraising registration and compliance services.

Job Description

The Legal Administrative Assistant provides proficient administrative support to the Legal Team to ensure the delivery of optimal client service. Under the supervision of the Director of Operations (DO), the Legal Administrative Assistant (LAA) provides proficient administrative support to the attorneys and paralegals (Legal Team) to facilitate productive collaboration and ensure the delivery of optimal client service. The LAA is responsible for organizing and producing legal work products, ensuring accurate and timely timekeeping and billing, and generating client communications. The LAA also supports business travel, marketing, and business development activities, and performs essential tasks related to the legal intake process, client filing systems, and client databases.

The Legal Administrative Assistant will be situated at the firm’s offices in Manhattan. The ideal candidate is bright, energetic, reliable, a team player, and relates well to clients and colleagues. The person will demonstrate sound judgment, efficiency, and willingness to work collaboratively with the firm’s Partners and other Managers to insure optimal operations.

Job Responsibilities:

Legal Team Support

• Schedule attorney appointments/conference calls and manage attorney calendars.
• Organize and facilitate client meetings and communications.
• Prepare and deliver client engagement letters and correspondence.
• Run new client conflict checks.
• Track client engagement and retainer payments in the client database.
• Prepare and deliver client audit opinion letters.
• Maintain organized files for all client matters.
• Maintain attorney business contact information (vendors/clients).
• Provide legal research assistance.
• Organize travel and prepare complex itineraries.
• Track and support Attorneys' Continuing Legal Education (CLE).
• Coordinate and support business meetings, including set-up and logistics.
• Other projects as given by legal team.

Operations, Finance, and Marketing Support

• Assist with marketing database (CRM).
• Support prospective client consultation and coordination.
• Coordinate with Office Reception to maintain office supplies, order meals, and arrange deliveries.
• Other projects as given by applicable manager/director.

Position Requirements:

• Education: Any combination equivalent to associate or bachelor’s degree, or high school with a minimum of three years related experience (preferred law office or nonprofit organization experience).
• Technical Skills: Intermediate proficiency with Microsoft Office Suite, CRM and Work Management Software programs.
• Other Skills:
  • Ability to learn and utilize legal billing and client management software.
  • Ability to work with minimal supervision on day-to-day activities and collaborate effectively with all levels of personnel.
  • Strong verbal and written communication skills.
  • Ability to meet deadlines and multitask efficiently.
  • Ability to interact with others in an open, friendly, and professional manner.
  • Ability to learn and interpret the firm’s policies and apply them appropriately.
  • Demonstrates sound judgment in the performance of all functions.

Required Competencies:

• Ability to work independently and as part of a team.
• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and demonstrate professionalism at all times.
• Effective communication with supervisors, colleagues, and clients.
• Adaptability to changing tasks and priorities.