CF Legal Recruiting and Staffing · 22 hours ago
Law Firm Executive Assistant
NYC Metro Area
Full-time
Hybrid
Senior Level, Lead/Staff
8+ years expCF Legal Recruiting and Staffing is representing one of the most sophisticated law firms in the United States seeking a Legal Executive Assistant with Billing Experience for their New York office. The Executive Assistant will provide comprehensive administrative support to the Managing Partner and other firm personnel, manage billing processes, and assist with various administrative tasks to ensure smooth operations.
Staffing & Recruiting
Hiring Manager
Marc Feigenbaum
Responsibilities
General administrative duties, including but not limited to, entering attorneys’ time; preparing and submitting attorney expense reports; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); answering telephones for attorneys as well as others in the section in a professional manner, taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits; learning/maintaining knowledge of attorneys' practice and client/matter history; relieving attorneys of administrative tasks
Manage attorneys' calendars
Responsible for assigned Partners’ billing, from prebill generation to sending and collection of invoices
With attorneys' permission, manage attorneys' emails (review/delegate/file)
Assist in projects and project management for attorneys and/or supervisor(s)
Handle delegated sensitive and emergent emails and calls from clients, court personnel and other contacts of assigned attorneys and responsibility for follow-up; exercise judgment in responding to unique and urgent situations
Assist attorneys in managing their competing priorities by proactively assuming responsibility for items that can be delegated and rescheduling attorneys' commitments to be more effective
Anticipate what attorneys will want and follow up to ensure that they are completely satisfied
Escalate unfamiliar issues rapidly and anticipate/resolve potential problems
Assist section or practice group in assuring timely completion of assigned projects as needed
Participate in firm training opportunities; participate in training of other employees and staff members to promote cross-training of all employees, assist colleagues in learning new skills/tasks to integrate them into the team
Seek out opportunities to continuously improve skill set at a more advanced level to broaden scope of role
Proactively anticipate attorney needs and ensure follow-through to deliver a high level of satisfaction and support
Draft complex correspondence and documents and anticipate attorneys' need for same
Marketing-related responsibilities (which may include coordination and distribution of collateral materials for client seminars; coordinating/ assisting with marketing projects between supervisor(s), clients and the Marketing Department and event planning)
Encourage others to accept change and use it to derive organizational and personal benefit
Assist section or practice group in assuring timely completion of assigned projects as needed
Qualification
Required
A minimum of 8 years Senior Legal Secretary experience within a law firm
Demonstrate excellent organizational skills and strong attention to detail
Provide outstanding client service by possessing and utilizing excellent telephone and interpersonal skills with legal staff, peers, and administrators, as well as the firm's clients and external contacts
Demonstrate judgment in scheduling of attorneys' time
Exhibit sound judgment to make decisions on sensitive issues, as well as ability to work with confidential documents and information
Demonstrate ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines, by resourcefulness, anticipating needs, prioritizing responsibilities, anticipating calendar conflicts and proactively managing schedule changes
Balance multiple priorities by considering risk, importance, urgency, organizational dynamics and other related factors
Work independently on complex assignments, but able to work in a team environment as well
Expert Time, Aderant or Elite Billing experience; advanced knowledge of legal billing processes and procedures
Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft 365, Outlook 2010, Excel, Intapp Open, Chrome River, PowerPoint, docketing software, and client relationship management software
Assist and advise more junior peers in handling of emergency or urgent calls and assignments from legal staff, the firm's clients, or external contacts (e.g., court personnel, prosecutors, etc.)
Skilled in organizing and formatting complex, professional documents and correspondence
Company
CF Legal Recruiting and Staffing
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase