Legal Administrative Roles - DC & NY!

Are you a legal secretary looking for your next home? Would you like to work with one of the top law firms in the US? If so, R & W Group has a fantastic new opportunity! One of our favorite law firm clients is looking for a Legal Practice Assistant in NY or DC.   In this role you would provide high level administrative and legal support to attorneys. In DC, this would include the D.C. Office Managing Partner. In NY, this role is with the litigation department.   You would play a pivotal role in managing complex schedules, coordinating essential administrative and legal functions, and playing a key role in exceptional client service.

DC role responsibilities:

• Provide direct administrative and legal practice support to the D.C. Office Managing Partner and additional attorneys as assigned. 

• Open new clients and matters and prepare conflict of interest forms.

• Perform administrative responsibilities and collaborate with other administrative departments (e.g. Office Services, Finance, Records).

• Maintain and organize client and administrative filings for lawyers following established procedures.

• Prepare files using a document management system and maintain appropriate records for storage.

• Arrange and coordinate domestic and foreign travel including transportation, lodging, itineraries, and meeting materials.

• Maintain lawyers' contacts within our contact management system with accurate information and notes.

• Answer and screen calls, field inquiries, relay messages, and respond to client needs in a timely manner.

• Create, format, edit, proofread, and manage Word documents, Excel spreadsheets, and PowerPoint presentations.

• Draft routine correspondence and forms.

• Assist lawyers with Marketing and Business Development functions including internet research, preparing materials for meetings and proposals, and coordinating lawyers' biographies.

• Track, organize, and process expense reports, reimbursements, and check requests in a timely manner.

• Maintain Continuing Legal Education (CLE) records and assist with tracking compliance.

• Manage and coordinate lawyers' calendars, appointments, and meeting schedules.

• Collaborate with Marketing and various office departments to schedule and organize meetings and events, including office-wide gatherings led by the Office Managing Partner.

• Interface and establish ongoing positive business relationships with clients.

• Maintain confidentiality of lawyer-client relationship.

• Perform other related duties as required and assigned.

NY role responsibilities

• Prepare legal documents such as pleadings, discovery, briefs, petitions etc.

• Complete state and federal court filings and e-filings.

• Manage and maintain lawyers' busy schedules and calendars.

• Schedule and organize onsite and offsite meetings, conference, speaking engagements, client proposals and events. Working with Marketing and/or other office personnel, coordinate food and beverage services, reserve rooms and prepare materials.

• Maintain lawyers' contacts in Outlook and BD Hub with accurate contact information and notes.

• Answer and screen calls, field inquiries, relay messages, respond promptly to client needs; responds to email and voicemail as soon as possible (and no later than the following business day).

• Create, format, edit, proofread and manage Word documents, Excel spreadsheets and PowerPoint presentations. Print and/or transmit via email as requested.

• Assist lawyers with Marketing and Business Development functions including preparing materials for use in meetings, pitches, and proposals.

• Undertake internet research for lawyers' business development as directed by lawyer(s).

• Process and close time for lawyers adhering to weekly and monthly deadlines. Coordinate correction of time entry errors, when needed. If requested, track lawyers' billable hours, create reports and maintain records.

• Open new clients and matters following Records Department procedures. Prepare conflict of interest forms.

• Maintain client and administrative filing for lawyers following established procedures. Prepare files using File Trail procedures and maintain appropriate records for on- and off-site storage.

• Coordinate domestic and foreign travel including hotel, flights, car rentals; prepare travel itineraries and materials for meetings during travel, important numbers, locations and contact names for events/meetings.

• Track, organize and process Chrome River reports, reimbursements and check requests.

• Maintain CLE records for lawyers.

• Perform other related duties as required and assigned.

Qualifications:

• Bachelor's degree is preferred.

• 5-10 years of experience as a Legal Practice Assistant or Executive Assistant is preferred.

• A minimum typing speed of 65 wpm is preferred.

• Strong organizational, administrative, and technical skills with an ability to manage competing priorities in a fast-paced setting.

• Excellent judgment, discretion, and timely decision-making skills.

• Advanced proficiency in Microsoft Office; ability to format documents using Styles and proofread typed materials for grammatical, typographical, and spelling errors.

• Must be available to be in the office 4-5 days per week.  (First 90 days is fully in-office.)

• Must be available to work overtime as requested.

• Must be able to lift 25 pounds

The anticipated full-time annualized salary range $70,000 - $110,000.  The salary offer will be contingent upon various factors, including but not limited to, relevant experience, internal equity, market data, job location, and other job-related factors permitted by law.   Solid benefits including group health insurance.  Click here to apply online or register with us at www.r-wgroup.com.