Job Description

Scheduling and Coordination

• Plan, coordinate, and organize meetings, conference calls, and events, including arrangements for accommodations, facilities, and transportation.
• Coordinate complex domestic and international travel itineraries.
• Maintain and update lawyers’ calendars, ensuring accurate scheduling and prioritization.

Administrative and Office Support

• Handle photocopying, scanning, mail distribution, and courier services.
• Maintain an organized and effective filing system for both physical and electronic legal documents and correspondence.
• Oversee and update the internal SharePoint legal library, including litigation reports, agreements, and contracts.
• Manage systems to track deadlines, follow-ups, and other key dates requiring attention.
• Maintain and update contract and corporate databases.

Financial and Billing Management

• Prepare and submit detailed monthly expense reports.
• Administer and update the organization’s e-billing software database, including matter setup, invoice review, and accrual submissions.
• Manage legal department invoices, including submission, processing, tracking, and handling inquiries.
• Support budget activities, including preparation of the annual budget and ongoing forecasts.
• Submit accrual values and other financial data to internal teams.
• Manage litigation recovery files, including tracking and processing recovery payments.
• Assist with external audit requests.
• Coordinate wage garnishment orders received by corporate entities.

Document Preparation and Quality Control

• Prepare and type general correspondence and legal documents with exceptional accuracy and attention to detail.
• Proofread, format, and produce presentation materials, slides, and other documents, ensuring all final outputs are error-free.

Communication and Confidentiality

• Communicate professionally with internal and external stakeholders.
• Liaise with various departments to obtain and share information as needed.
• Maintain strict confidentiality regarding all Legal Department matters.

Other Responsibilities

• Perform additional duties as assigned to support various Legal Department lawyers and team members with administrative work streams and support.

Qualifications

Minimum: 5 years in an Executive Assistant (EA) or Legal EA role

Core Competencies

• Exceptional Organizational Skills: Ability to prioritize effectively and manage multiple, complex tasks in a fast-paced environment.
• **Discretion & Confidentiality: **Proven ability to handle highly sensitive information with absolute integrity.
• Legal Knowledge: Solid understanding of legal documentation, processes, and terminology.
• Attention to Detail: Demonstrated accuracy and precision in all aspects of work, from document preparation to data entry.
• Professional Communication: Strong verbal and written communication skills, including a polished and professional telephone manner.
• **Proactive & Self-Motivated: **Highly engaged and intrinsically motivated, with the ability to anticipate needs and take initiative without constant supervision.
• **Judgment & Prioritization: **Sound judgment in identifying urgent issues and determining information required for decision-making by senior legal staff.
• **Collaboration & Teamwork: **Ability to work seamlessly within a team of lawyers and senior leaders while maintaining a positive, solutions-oriented approach.
• Adaptability : Flexibility to meet tight deadlines and adjust to changing priorities with grace and professionalism.
• Technical Proficiency: Strong skills in Microsoft Outlook, Word, PowerPoint, and working knowledge of Excel.

Preferred Attributes

• Luxury Mindset: A refined approach to service delivery, ensuring a high level of professionalism and attention to detail that reflects a premium standard.
• Interest in Hospitality or Travel: Passion for the luxury hospitality or travel sector considered an asset, aligning with the organization’s culture and clientele.
• Experience Supporting Senior Leadership: Proven track record of supporting executives and senior legal professionals in a dynamic corporate environment.

Assets

• Experience with e-billing software such as Legal Tracker (formerly Serengeti).
• Completion of a certified Legal Administrator program or higher degree/certificate.
• Prior legal secretarial experience in a corporate or law firm setting.
• Certified notary public in New York State.

Additional Information

Location: Office based in New York

Salary: $74,000 - $94,000 USD