Ashurst · 1 day ago
Team Executive
New York, United States
Full-time
Onsite
Mid Level
$80K/yr - $104K/yr
4+ years expAshurst is a leading global law firm with a history spanning 200 years, and they are seeking a Team Executive to join their New York office. The role involves providing proactive and effective general administration assistance to attorneys, managing calendars, organizing travel, and ensuring smooth operations within the Central Services Hub.
AdviceConsultingLegalProfessional Services
Responsibilities
Managing calendars, scheduling meetings, and coordinating appointments
Organizing travel arrangements, including booking flights, hotels, and transportation
Creating, formatting, and proofreading documents, reports, and presentations; delegating complex or lengthy documents to Document Specialists when appropriate
Maintaining and organizing electronic and paper filing systems
Locating or filing documents into document management system
Assisting with the monthly billing process: generating billing guides for attorney review, making amends on the invoices which may include narratives and hours, if needed and send draft invoices for review and finalizing invoices
Enter and update total daily working hours for attorneys in the Intapp system, ensuring accuracy and timeliness in recording and modifying time entries to support effective billing and time management processes
Requesting the opening of new matters by using NBI Intapp
Updating Interaction records and contact details, including creating and adding diary or file notes
Manage all aspects of mail handling for the firm, including receiving, sorting, distributing, and dispatching incoming and outgoing correspondence, as well as overseeing any related administrative responsibilities to ensure efficient and secure mail operations
Coordinating with IT, facilities, and other support departments as needed
Assisting with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents
Attending client events to provide assistance with welcoming and registration, where relevant
Provide reception coverage when receptionist is on break
Serve as a supporting resource to ensure the office environment remains clean, organized, and fully stocked, including the pantry, kitchen, and storage areas. This support role may also include occasional light housekeeping tasks, such as operating the office dishwasher and maintaining shared spaces after lunches or events
Provide back up support for the set-up and break-down of meetings, conferences, and office events, assisting with all logistical and facility-related requirements to ensure smooth operations
Qualification
Required
Minimum 4-6 years of office services experience in a professional services environment, with law firm experience preferred
Proficiency in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint)
Familiarity with iManage, Intapp Time, Chrome River, 3E, Teams/Zoom
Proven ability to learn and adapt to new software applications
Proactive problem-solving and project management skills
Ability to work independently, multi-task, and prioritize effectively in a fast-paced environment
Strong detail orientation, time management, and organizational skills
Excellent verbal and written communication skills
Collaborative and flexible team player with a focus on delivering high-quality support
Preferred
Associate's or Bachelor's degree preferred
Company
Ashurst
Ashurst is an multinational law firm and a trusted adviser to corporates, financial institutions and governments.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Jamie Ng
Global Clients & Markets Partner, Ashurst
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