International law firm is looking to hire a swing/evening shift legal secretary/legal administrative assistant as part of a five-person Back-up Support Team that provides administrative and secretarial support to partners, associates, and other legal and administrative staff for its midtown Manhattan law office. This team will assist with overflow work for practice groups, long-term projects, billing and possible desk coverage if needed. To provide effective service and flexibility the legal administrative assistants will work a staggered schedule:
Work Schedule: Monday through Friday; [2:30pm – 10:30pm] (Start time is Flexible; schedule can begin any time between 2:30pm and 5:30pm but candidate is required to work until 10:30pm).
Create, edit, format and proofread letters, memos, and other documents using Microsoft Word, PowerPoint and Excel, Document Management and Change Pro as necessary. May compose routine correspondence and email.
Enter diaries into Intapp; prepare current assignment sheets. Prepare and submit weekly expense reports using Chrome River. As necessary, request conflict checks, open new client matters and submit electronic approvals.
Handle all aspects of bill preparation as required, including: initiate pro formas; review, categorize and transfer time entries; finalize bills for partner review; mail or submit electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve.
Manage contacts lists, in Outlook and/or InterAction.
Maintain some calendars in Outlook, scheduling and coordinating internal/external meetings as needed. Handle phone calls and set up conference calls as appropriate. Coordinate travel and meeting arrangements. Handle miscellaneous photocopying, scanning, faxing or printing requests and filing any paperwork as necessary.
Knowledge, Skills & Attributes:
Strong knowledge of computers and software applications (MS Word, Excel, PowerPoint, DM, Outlook, InterAction, Intapp Time, Chrome River, Elite specifically).
Ability to master new technology using on-line training tools.
Ability to work in a fast paced environment and multi-task.
Ability to work independently.
Excellent organizational skills and attention to detail.
Strong client service skills.
Teamwork skills are a must (willing to provide back-up support for co-workers).
Ability to communicate effectively and work well with lawyers and staff at all levels.
Flexibility to work outside standard business hours as needed.
Salary to 85K (commensurate with experience). Fabulous benefits package!