Friedman Williams
Legal Administrative Assistant – New York New York NY
Job ID: 19774
To be an effective member of the team, administrative professionals should familiarize themselves with the firm’s procedures, including the organization of files within the Records Department and the billing processes of the Accounting Department. To contribute meaningfully to a practice group, it is essential that LAAs collaborate with their assigned lawyers to establish and maintain the specific protocols of the practice group as well as the individual requirements and procedures of each lawyer.
Duties and Responsibilities:
– Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel
– Knowledge of Document Management Systems (e.g., DeskSite)
– Strong organizational skills and attention to detail
– Good judgment, along with strong interpersonal communication abilities
– Strong analytical and problem-solving skills
– Excellent time management capabilities
– Strong computer and Internet research skills
– Ability to effectively multitask and prioritize work, ensuring timely completion of all tasks
– Demonstrates the ability to work independently and proactively identify the needs of assignments.
– Maintains composure while effectively managing multiple deadlines, even with frequent interruptions.
– Assists and provides support to attorneys on dedicated assignments as well as associates assigned to Practice Support Teams.
– Optimizes time efficiency for assignments by reading, researching, and routing email correspondence appropriately.
– Liaises with various support departments of the Firm on behalf of assignments.
– Maintains calendars for assignments, planning and scheduling meetings, conferences, teleconferences, video conferences, and travel; informs assignments of schedules in advance of commitments.
– Analyzes, allocates, processes, and monitors complex expense reports.
– Maintains and updates client/matter lists, Outlook contacts, and marketing mailing lists for assignments.
– Responsible for the annual mailings associated with assignments.
– Conducts research and appropriately routes correspondence.
– Produces documents by formatting, inputting, editing, retrieving, copying, and transmitting information.
– Proofreads and reviews all produced work for accuracy and clarity.
– Receives, screens, and transfers telephone calls; conveys messages according to assignments’ preferred methods (e.g., written messages, email, or
voicemail).
– Responsible for submitting requests for conflict reports and preparing and monitoring the creation of new business forms.
– Coordinates client billing efforts with the billing specialist.
– Enters, proofreads, and finalizes daily time entries for assignments.
– Maintains files for assigned attorneys in accordance with the Firm’s Policy on Records Management.
– Provides support to visiting attorneys and clients as required.
– Collaborates effectively with all levels of internal management and staff, as well as external clients and vendors.
– Works harmoniously and effectively as part of a team.
– Demonstrates self-initiative and a strong commitment to the role; takes ownership of actions and responsibilities.
– Exercises discretion and confidentiality in all matters.
– Voluntarily helps colleagues and actively seeks additional work during low workload periods.
– Continues to pursue skill development and professional growth.
– Maintains a safe and unobstructed work area, including a tidy and organized desk; adheres to safe work practices.
– Performs other duties as assigned.
Key Responsibilities:
In this position, your key responsibilities will encompass the following:
– Support for Court-Related Tasks: You will assist a dynamic team of timekeepers with various client and court-related duties. This will include preparing client
case files, organizing and editing documents for court appearances, e-filing, and ensuring that all necessary paperwork is submitted accurately and
punctually. Your meticulous attention to detail will be essential in this fast-paced environment.
– Phone and Client Communication: You will serve as the initial point of contact for our clients and callers. Your professional demeanor will contribute to
creating a welcoming atmosphere. You will respond to incoming calls, attentively listen to clients’ needs, and direct their inquiries to the appropriate attorney
or team member. Strong communication skills are crucial to delivering exceptional customer service.
– Client Interaction: You will be responsible for engaging with clients on a regular basis, both in-person and via telephone. Your duties will include conducting
general client intake, collaborating with our Client Engagement team to manage conflict checks, scheduling consultation meetings, welcoming clients upon
their arrival at the office, assisting them with the check-in process, and providing relevant information regarding their cases. Ensuring a positive and
reassuring experience for our clients is a primary objective.
– Basic Administrative Support: Although our practice predominantly utilizes digital tools, the ideal candidate will possess the skills to establish both physical
and electronic files, prepare comprehensive binders, coordinate with process servers, prepare and electronically file legal documents with various courts, and
organize physical documents, all under the support and guidance of our legal team.
Who We Are Looking For:
Qualifications
To successfully fulfill the responsibilities associated with this position, candidates must perform the outlined Duties and Responsibilities to a satisfactory standard and meet the requirements listed below. The qualifications detailed are representative of the minimum knowledge, skills, and abilities necessary for this role.
Education and Experience:
Required:
– High school diploma or General Education Degree (GED)
– Demonstrated proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint)
– Basic understanding of legal terminology, formatting of legal documents, and familiarity with the practice group’s systems and procedures (e.g., court
procedures, closings)
– Professional, Friendly, and Approachable: A polished demeanor, positive attitude, and a welcoming nature are essential for this role. We seek an individual who
can easily build rapport with teammates, legal professionals, and clients, fostering an environment of trust and comfort.
– Willingness to Learn: Given our practice’s reliance on digital tools, a strong willingness to engage in ongoing training is imperative. We provide comprehensive
training to help you effectively navigate the technology required for the position.
– Strong Communication Skills: The ability to communicate clearly and effectively in verbal, written, and in-person formats is crucial. This skill is particularly
important when managing sensitive legal matters and interacting with clients who may be experiencing stress.
– Detail-Oriented and Organized: Being organized and attentive to detail is vital in a legal environment. You will be responsible for handling important, time-
sensitive documents and court-related materials, so accuracy is essential.
– Team Player: Our office functions as a collaborative team. We are seeking an individual who works well with others, is eager to contribute, and can adapt to
the dynamic and fast-paced nature of our practice.
Preferred:
– Bachelor’s degree (B.A. or B.S.) from an accredited college or university
– Prior experience in a professional services firm, with a preference in a legal setting with experience working in Litigation and Family Law
– Accurate typing skills at a speed of 60-70 words per minute
– Proficiency in advanced functions of the Microsoft Office Suite (e.g., Adobe)