Legal Administrative Assistant

Legal Operations US

The Legal Administrative Assistant, based in New York City, will provide general administrative support to the Legal Division and manages day-to-day administrative operations for a fast-paced team operating in a demanding environment, including, among other things, analyzing & controlling administrative processes to facilitate and simplify operations, coordinating various matters, and ensuring compliance with established procedures.

In this position, you will:

• Coordinate and arrange meetings, prepare memos, agendas, reserve & prepare facilities for meetings and events, and record and transcribe minutes of meetings 
• Prepare expense reports
• Organize vendor contracts and open Contract Workspace in Ariba (Popular contract module) 
• Open and close matters in Legal Division matter management application
• Support management and oversight of external law firms, including the engagement of new law firms, and insurance updates, etc.
• Assist in legal invoice processing, including corresponding with law firms in connection with information necessary for invoices to be submitted timely such as matter budgets and other information.
• Assist in the preparation of regularly scheduled reports and spreadsheets
• Maintain office supplies by checking inventory and ordering items
• Provide support to assure the compliance of established objectives, plans, and procedures, including corporate policies and uploading the same to the intranet
• Perform general administrative tasks (i.e. processing expense reports, request reimbursements, processing payments, processing mail, printing, copying, fax, filing, answering telephone calls, calendaring meetings and preparing agendas
• Maintain and organize files for the team
• Perform other duties as assigned

To be considered, you will need:

• Bachelor's degree required, major or certificate in Secretarial Science a plus
• Two (2) years related experience desired
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other administrative/ office procedures
• Recognition of legal documents such as summons and complaints, subpoena, retraining notices, etc.
• Strong customer service skills and high level of attention to detail and commitment to excellence
• Strong organization and time management skills
• Demonstrated analytical and problem-solving skills 
• Clear and effective oral and written communication skills
• Ability to multitask 

Salary Range Information

 
Our base salary for this position located in New York generally ranges between $32.20 and $37.15 annually, depending on business need and on your qualifications and experience. Base salary does not include incentive compensation, commission, or any other type of remuneration or benefits.