Receptionist and Legal Administrative Assistant

ESSENTIAL FUNCTIONS:

General Office Support

• Provide administrative support and assistance
• Coordinate printing and shipping of materials, format/copy/distribute materials as needed
• Maintaining inventory of needed supplies and purchasing as needed
• Help maintain physical office environment (for example, keeping kitchen area and conference rooms neat and organized, caring for plants)
• Perform ad hoc duties for members of the team, as necessary

Front Desk Support

• Ensure the front desk is occupied at all times
• Welcome guests warmly and offer assistance
• Receive and sign for mail and packages, and distribute to employees

Phone Support

• Manage incoming telephone calls
• Ensuring callers are spoken to warmly and receive a high level of customer service
• Determining necessary information
• Transferring calls, ensuring employees are available and able to take the call first
• Taking messages

Meeting Support

• Schedule meetings, coordinate logistics, and prepare agendas and itineraries.
• Arrange conference room scheduling
• Manage calendars, travel, and appointments
• Create travel itineraries as needed.

Legal Support

• Support the Legal Support Team as needed
• Preparing court statements and forms
• Dictating Lawyers’ audio files and written notes
• Managing records, projects, and calendars to make sure everything functions smoothly
• Transcribing and proofreading legal documents
• Indexing and updating pleadings and discovery binders
• Collecting and delivering documents
• Managing diaries and making travel arrangements for one or more Lawyers
• Creating summary analyses
• Communicating with vendors, experts, Lawyers, opposing counsel, and other staff
• Coordinating printing and/or shipping of materials, format/copy/distribute materials as needed

Contact & Correspondence Management

• Manage contact database, ensuring all contacts are represented and current contact information is kept up to date
• Create and send polished, error-free communications to internal and external parties, both electronically and through paper correspondence
• Interact directly with clients ensuring professional and customer-service oriented interactions

Electronic and Paper Filing and Document Management

• Set up and manage paper or electronic files and filing systems, recording information, updating paperwork
• Prepare and edit documents including reports, presentations, and meeting remarks, ensuring professional language and formatting
• Keep files (both electronic and paper) organized and accessible to Partner, ensuring work spaces are orderly and stocked with necessities

Experience:

• Law Firm Experience (Required)
• Microsoft Office: 3 years (Required)
• 100% Bilingual Spanish/English (Preferred)

Work Location: In person

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience with basic legal correspondence, forms, etc. as well as conducting limited legal research or fact-checking?
• Are you comfortable with the hourly rate of $25 - $30/hour?

Experience:

• Legal administrative: 3 years (Required)

Ability to Commute:

• New York, NY 10005 (Required)

Work Location: In person