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Legal Team Assistant

New York, New York
We are conducting a search for a Legal Team Assistant for our large global law firm client in their New York office. What You'll Do: Deal/matter administrative support · Provide administrative support for deals/matters including: · Matter co-ordination o co-ordination and arrangement of deal related meetings and meeting logistics ensuring fee earners are prepared in advance with all necessary documentation and details o planning and co-ordination of any travel as needed on the matter o preparation of holiday / absence list, ensuring associate handover notes and liaison with team with regard to covering fee earner absence § Matter administration o general administration of folder structures and contact lists o document management o matter security admin o bibling / bundling / circulation of originals (dependent on practice group) o co-ordinate know-how with associates o matter closing administration o liaising with Document Production where required to ensure timely return / completion of documents o management of disbursement invoices Document Support – Preparation of client documentation and correspondence · Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable · Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard · Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution · Create discovery shell documents Finance · Issue time recording guidelines to deal/matter team and educate fee earners on the deal to enter time narratives in a way that meets the client’s requirements · Support fee earners to ensure timely timesheet entry, compliance and closure · Review / edit time narratives within 3e where needed · Matter maintenance tasks such as changing client contact details and co-client matter opening · Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against credit card expenditure if appropriate Business Development · Maintain / update EPiC / Outlook marketing activity records relating to fee earners for reimbursement purposes · Ensure EPiC client lists, contact records and relevant fee earner CVs are kept up to date and in proper form. · Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated · Coordinate/organize small client events and ensure all details, post-event, are followed up or liaise with Business Development team to coordinate larger client events o Production of internal and external invitations o Manage bounce backs from event and e-alert invitations o Format and finalise client bulletins authored by fee earners and arrange for publication using the firm’s email marketing tool and on AO.com and aohub.com · Collate and print packs of information for client meetings · Liaise with external printers for the production of brochures, pitch documents and other client materials General LTA Duties · Act as concierge for partner - Daily maintenance of calendar events and organization of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues · Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made · Proactive management of attorneys to ensure that they attend meetings with the appropriate documents/presentations · Respond to telephone calls in a professional manner, acting as a filter to manage and control calls · Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up · Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with CTM, the firm's designated travel management company · Arrange couriers · Support any technology and process rollouts · Printing where self-service is not an option What You’ll Bring: · 0-5 years of experience in a legal secretarial position at a global firm or as an administrative assistant · Ability to work on-site 5 days per week · Bachelor's degree preferred · Good working knowledge of MS 2016 Word, Excel, PowerPoint and Outlook · Demonstrate a good understanding of the business (the area in which they work), its clients and its work · Flexibility to work Overtime · Display strong organisation skills and flexibility to juggle multiple demands · Demonstrate strong attention to detail and produce high quality / accurate work · Show a proactive approach to tasks and situations · Work effectively as part of a team and support colleagues · Build successful relationships with fee earners to add value to the deal team · Maintain tact and diplomacy, trust and confidentiality · Exhibit strong professional communication skills, both oral and written · Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership · Have an positive approach to change and adapt to changing requirements · Take responsibility for own development to improve performance · Take responsibility for ensuring personal development and IT skills are maintained and improved

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