Legal Executive Assistant

Job Overview

A distinguished New York-based global law firm is looking to hire a full-time Legal Executive Assistant. This role demands senior level administrative support for prominent litigation partners and requires an individual with over five years of experience supporting senior law firm partners, practice leaders, or C-suite executives.

Key Duties and Responsibilities

• Provide comprehensive support across business and client development activities.
• Take proactive responsibility for all administrative duties for multiple attorneys.
• Collaborate effectively within a team setting to drive collective success.

Administrative and Team Support

• Efficiently manage multiple calendars, schedule meetings, send reminders, detect and resolve scheduling conflicts.
• Maintain and utilize technology proficiencies facilitating document preparation and electronic filing.
• Work with billing departments to check and edit pro forma invoices and ensure clients are billed promptly.
• Communicate courteously and build strong rapport with clients.
• Record daily time entries accurately, understanding client billing terminology.
• Organize partner travel plans meticulously, keeping preferences in mind, manage itineraries, and produce expense reports timely.
• Offer backup assistance for team members when necessary.
• Contribute to process improvements enhancing overall team performance.
• Handle notarization of documents as required.

Business Development Support

• Build and maintain positive relationships with clients and their assistants.
• Manage CRM and internal databases by updating contacts, investigating business activities, and generating reports.
• Coordinate with partners to identify client engagement opportunities and schedule interactions proactively.
• Assist in organizing small-scale client events and selecting appropriate client gifts.
• Prepare materials for meetings, pitches, and proposals and serve as a point of contact with the marketing team.

Qualifications and Skills Required

• At least five years’ experience assisting senior law firm partners, practice heads, or executives.
• Impeccable communication and interpersonal abilities to foster teamwork.
• Advanced proficiency with Microsoft Word, PowerPoint, and Excel.
• Sound judgment, discretion, and dedication when managing confidential information.
• Strong foresight to anticipate needs, foresee conflicts, and offer solutions proactively.
• Exceptional multitasking skills with the capability to succeed in a fast-moving, pressure-filled environment.
• Competent at prioritizing and adapting to demanding schedules and critical deadlines.