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law firm - mailroom legal specialist Jobs in New York

law firm - mailroom legal specialist

legal secretary

Lewis Brisbois Bisgaard & Smith LLP

<div>Overview:
<div>
The New York office of Lewis Brisbois, a full-service AmLaw 100 firm, is seeking a legal secretary with litigation experience. The primary responsibilities of this position include working for a minimum of (4) attorneys. Essential functions of this role include docketing, scheduling of appointments including travel, depositions, and various meetings, filing and serving documents both state and federal, creating legal documents, opening new matters, and processing various financial related tasks.</div><div></div><div><br>
We offer competitive compensation and in addition, Lewis Brisbois offers a range of benefits including medical, dental, vision, life insurance, 401k with employer match, as well as sick and vacation time. We also offer excellent opportunities for growth and advancement while working with a collaborative team.</div>
Responsibilities:
<div>
Job Specifications/Requirements:</div><ul><li>
High school diploma or equivalent</li><li>
At least five (5) to seven (7) years of legal experience</li><li>
Knowledge of Microsoft Office Suite</li><li>
Strong written and verbal communication skills</li><li>
Strong organizational skills</li><li>
Ability to work under tight deadlines and prioritize responsibilities</li><li>
Ability to maintain and handle confidential information</li><li>
Ability to work effectively in a fast-paced environment</li></ul><div><b>
Lewis Brisbois is not accepting search firm submissions for this position.</b></div>
Qualifications:
<div>
#LI-HYBRID
</div><div>#LI-AR1</div>
Minimum Salary: USD $80,000.00/Yr. Maximum Salary: USD $85,000.00/Yr.</div>

Legal Secretary

Binding Minds

<p>The Practice Coordinator performs a wide range of administrative tasks to support assigned attorneys and other timekeepers and plays an integral role in daily practice support, combining premier assistance with administrative, organizational, project-based, and practice-related responsibilities to provide comprehensive support. The Coordinator leverages detailed knowledge of legal procedures, firm operations, and client needs to ensure seamless and efficient management of attorney schedules, client matters, billing, and practice-related projects. This individual provides a high level of client service and support while producing a high volume of consistently excellent work product.</p><p><b>Administrative Coordination</b></p><ul><li>Maintains detailed calendars displaying appointments, deadlines, travel schedules, and conference calls. Proactively tracks important dates to ensure timely completion of key tasks.</li><li>Provides professional relationship management with external and internal clients. Serves as a direct point of contact for telephone calls, emails, and in-person inquiries. Exercises sound judgment when screening communications, facilitating effective follow-up and high-quality client service.</li><li>Creates and maintains client/matter lists and communication lists. Maintains contacts in Outlook and Salesforce.</li><li>Manages both paper and electronic files in compliance with the firm&rsquo;s records management policies, ensuring confidentiality and accuracy. Creates and maintains working files and binders as requested. Utilizes firm-provided software to accurately store email messages and maintain and retrieve files.</li><li>In conjunction with Paralegals, may prepare or coordinate the preparation of Responses to Auditor Requests. Assists with preparation of Opinion Letters.</li><li>Utilizes firm-designated workflow software to open and close matters. Processes and tracks conflict reports. Prepares engagement letters. Initiates client file transfer requests and assists with client disengagements. May facilitate the secure transfer of case/client data in accordance with firm&rsquo;s data security policy.</li></ul><p><b>General Practice Support</b></p><ul><li>Creates, edits, proofreads, and finalizes complex and practice specific legal and administrative documents, forms, and correspondence, ensuring accuracy and completeness.</li><li>Engages in active coordination of practice-related projects such as practice group meetings and initiatives, client or industry research, and event planning. Interprets objectives, designs project timelines, and ensures that deliverables align with the firm&rsquo;s expectations.</li><li>Supports attorneys&rsquo; efforts to maintain client relationships. Coordinates pitch materials, tracks leads, updates contact databases, and arranges key client meetings. Assists with social media or targeted outreach.</li><li>Partners with other administrative departments (Billing, Marketing, IT, Office Services) to assemble critical information, coordinate billing tasks, and maintain client satisfaction.</li></ul><p><b>Billing and Financial Administration</b></p><ul><li>Upon attorney request, diligently manages attorney time, including inputting timenotes provided by attorney, editing and proofreading, and ensuring compliance with matter codes and billing guidelines. Proactively reminds attorneys of time entry deadlines and collaborates with them to ensure timely submission. Collaborates with attorneys to finalize and submit time daily.</li><li>Collaborates with Client Account Manager, Pricing Team, and attorneys to respond to client requests for budgets, projections, costs incurred, and related reports.</li><li>Collaborates with Client Account Specialist or Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and performing final proofing and sending out final invoices. May assist with collection efforts. Coordinates client, matter, and timekeeper inquiries.</li><li>Prepares expense reimbursements, reconciles travel expenditures, arranges for payment of invoices, and prepares check requests as needed.</li></ul><p><b>Travel and Meeting Logistics</b></p><ul><li>Books travel (domestic and international) through designated travel providers, considering attorney preferences, cost guidelines, and itinerary efficiencies.</li><li>Organizes in-person or virtual conferences, meetings, meals, seminars, and client events, including making reservations, sending invitations and tracking attendees, booking conference rooms, catering arrangements, confirming audio/video logistics, and final follow-up.</li><li>Thoroughly organizes itineraries, prepares comprehensive travel documents, and disseminates meeting agendas or background information in advance. Prepares and disseminates both hard-copy and electronic materials.</li></ul><p><b>Team and Leadership Support</b></p><ul><li>Works proactively and efficiently to free attorneys from administrative burdens, allowing them to focus on core legal tasks. Anticipates attorneys&rsquo; needs by outlining upcoming deadlines, preparing relevant background materials, and prioritizing tasks.</li><li>Communicates professionally and courteously with clients, external counsel, and vendors, upholding a polished firm image.</li><li>Provides backup support to other attorneys and timekeepers as needed. Volunteers for overflow work assignments when time permits and actively seeks to maximize productivity and promote teamwork. May participate in departmental projects designed to streamline workflow and/or resolve issues. Proactively supports the firm&rsquo;s strategic initiatives and operational improvements.</li><li>Acts and assists as a proactive mentor for junior department members and new employees. Assists with training on specific firm processes, software, and procedures as requested.</li></ul><p><b>ABOUT YOU</b></p><ul><li>Bachelor&rsquo;s or Associate&rsquo;s degree in business, finance, or a related field and relevant certifications is highly preferred.</li><li>Minimum 3+ years&rsquo; experience supporting attorneys, including partners, in a law firm or professional services environment. Experience managing complex administrative tasks, legal documents, and sophisticated scheduling required and an in depth understanding of law firm practice areas.</li><li>Experience coordinating cross-functional or interdepartmental projects and ensuring that deadlines are met.</li><li>Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Adobe Acrobat Pro, DocuSign, electronic filing platforms, document management systems, CRM platforms, expense reimbursement, time, attendance and billing tracking software (e.g., Aderant or 3E) is essential.</li><li>A strong ability to learn and adapt to new software applications and technological tools. Comfort with ongoing changes in technology and willingness to embrace new systems and processes as they are introduced.</li><li>Excellent communication skills and the ability to build effective internal and external client relationships. Excellent grammar, attention to detail, and ability to manage multiple deadlines in a fast-paced practice group. Must exhibit discretion, diplomacy, and professionalism in verbal and written communications. Ability to interact effectively with all levels of management and staff and a variety of external entities, including clients and prospective clients of the firm.</li><li>Ability to work under pressure and complete job assignments in an accurate and timely manner. Strong organizational skills and the ability to apply strong attention to detail to all levels of work. Ability to multitask, prioritize work, and meet deadlines.</li><li>Uses sound decision making and judgment. Skilled in prioritizing high-volume workloads, solving problems proactively, and maintaining confidentiality.</li><li>Demonstrated ability to maintain positive internal and external client relationships and anticipate needs.</li><li>Eagerness to refine processes and adopt best practices for tasks like billing, filings, or scheduling. Exhibits a proactive approach to learning, including seeking out training opportunities and resources to enhance technological skills.</li></ul><p>Job Type: Full-time</p><p>Pay: $70,000.00 - $120,000.00 per year</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Experience:</p><ul><li>Law firm : 3 years (Required)</li><li>Legal administrative: 3 years (Required)</li></ul><p>Work Location: On the road</p>

Legal Secretary/Assistant

Phillips Lytle LLP

<div><h3 class="jobSectionHeader"><b>Job Summary</b></h3><p>
The Legal Administrative Assistant, (based out of our NYC office), supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys and paralegals, performing complex and specialized administrative clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.</p><h3 class="jobSectionHeader"><b>
Essential Duties and Responsibilities</b></h3><ul><li>
Under attorney direction, prepare and organize opening or closing of Matters.</li><li>
Prepares and processes New Matter Intake forms.
</li><li>Prepares documents for e-filing as required. Responsible to accurately transcribe legal documents and materials.
</li><li>Prepare, revise, and process correspondence and memoranda as well as complex legal documents according to the requirements set by the relevant Practice Group.
</li><li>Maintains paper and electronic files in compliance with the Firm&rsquo;s policies.
</li><li>Coordinates lengthy and complex document preparation with the appropriate support departments, as needed. Ensures that all attachments, exhibits and enclosures are included.
</li><li>Reviews and routes incoming mail and faxes. Prepares and processes outgoing mail, arranging for faxing, specialized mail or messenger services as required.
</li><li>Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.</li><li>
Prepares daily time entries for assigned attorneys and paralegals and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with the billing staff in the Accounting Department as needed.</li><li>
Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. Schedules meetings and arranges for conference rooms and meals.</li><li>
Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
</li><li>Uphold the firm&rsquo;s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.</li><li>
Performs other duties as assigned</li></ul><h3 class="jobSectionHeader"><b>
Qualifications and Requirements</b></h3><ul><li>
High school diploma required; at least two years of college preferred.</li><li>
At least two (2) years of experience as a Legal Administrative Assistant is preferred; prior experience in the assigned practice area(s) is desirable.</li></ul><h3 class="jobSectionHeader"><b>
Knowledge, Skills and Abilities</b></h3><ul><li>
Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).</li><li>
Accurate typing at a net speed of at least 60 words per minute preferred.</li><li>
Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.</li><li>
Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.</li><li>
Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.</li><li>
Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.</li><li>
Strong organizational skills, basic math skills, and attention to detail.</li><li>
Initiative, flexibility, resiliency, and a willingness to adapt to change.</li></ul></div>

Legal Administrative Assistant

Serving by Irving

<p><b>ADMINISTRATIVE - LEGAL</b></p><p><b>FULL TIME</b></p><p><b>WE WILL TRAIN!</b></p><p>Well established, successful Manhattan Legal Field Company has</p><p>Immediate need for Administrative /Clerical /Legal Assist for immediate hire.</p><p>Answer phones, experience MS Word &amp; general office knowledge and responsibilities, must be detail oriented and able to multi-task. Must be legal and speak English. Must email resume: gabriela@servingbyirving.com</p><p>Job Type: Full-time</p><p>Pay: From $17.00 per hour</p><p>Expected hours: 40 per week</p><p>Benefits:</p><ul><li>Health insurance</li><li>Paid time off</li></ul><p>Schedule:</p><ul><li>8 hour shift</li><li>Monday to Friday</li></ul><p>Work Location: In person</p><p><b>Interviews will be held in person during weekends.</b></p><p>Job Type: Full-time</p><p>Pay: From $17.00 per hour</p><p>Benefits:</p><ul><li>Health insurance</li><li>Paid time off</li></ul><p>Work Location: In person</p>

Clerical Worker

NXTHVN, Inc.

<p>We are a small law firm with a varied practice, focusing on trusts and estates, nonprofit organziations, and art law.</p><p>As part of supporting the principal of a single-member law firm, you will be asked to</p><ul><li>Assist in the preparation and execution of wills, trusts, powers of attorney, and other estate planning documents.</li><li>Manage and maintain client files, ensuring all documents are properly organized and accessible.</li><li>Communicate with clients, financial institutions, and other parties involved in trust and estate matters.</li><li>Assist with the preparation of probate filings, including inventory, asset valuation, and other necessary documents.</li><li>Track deadlines for filing documents with courts and other agencies, ensuring timely compliance.</li><li>Prepare and maintain reports on trust and estate administration, including asset distributions and accountings.</li><li>Coordinate the execution of documents, including notarization and witness coordination.</li></ul><p><b>Preferred Qualifications</b>:</p><ul><li>Associate's degree or paralegal certification preferred; equivalent work experience considered.</li><li>Minimum of 1 year of experience in a Trusts and Estates legal assistant or paralegal role, with a strong understanding of probate, estate administration, and estate planning processes.</li><li>Excellent organizational skills with the ability to handle multiple tasks and deadlines simultaneously.</li><li>Proficiency in Microsoft Office Suite (Word, Excel), and familiarity with legal software (e.g., WealthCounsel, Lawmatics or similar).</li><li>Attention to detail and ability to work independently with minimal supervision.</li><li>Ability to maintain confidentiality and professionalism in all client interactions.</li></ul><p>Job Types: Full-time, Part-time</p><p>Projected Total Compensation: From $40,000.00 per year</p><p>Expected hours: 25 &ndash; 40 per week</p><p>Benefits:</p><ul><li>Flexible schedule</li></ul><p>Application Question(s):</p><ul><li>Describe your experience working at a law firm.</li></ul><p>Experience:</p><ul><li>law firm: 1 year (Preferred)</li></ul><p>Ability to Commute:</p><ul><li>New York, NY 10007 (Required)</li></ul><p>Ability to Relocate:</p><ul><li>New York, NY 10007: Relocate before starting work (Required)</li></ul><p>Work Location: In person</p>

Legal Assistant

Tromberg, Morris & Partners, PLLC

<p><b>EXCITING ENTRY LEVEL OPPORTUNITY - WE WILL PROVIDE TRAINING </b></p><p><b>IN OFFICE POSITION </b></p><p>Opportunity to join a growing multi-state law firm focused on consumer and commercial debt recovery activities. Seeking a strong candidate looking to perform various mailroom, administrative and clerical tasks with the operations group. This is an entry level position with job training available. Future career pathing available dependent on personal achievements displayed.</p><p>This position will be responsible for working directly within operations gathering, preparing and handling incoming mail, outgoing mail, scanning and all mailroom related functions.</p><p><b>Responsibilities:</b></p><ul><li>Provide administrative and mailroom support for the collection's business</li><li>Successfully complete special projects and other assignments as requested</li><li>Processing Litigation documents</li><li>Preparing/mailing out legal documents</li><li>Scanning</li><li>Working with necessary vendors to confirm services are performed timely and thoroughly</li><li>Manage, monitor and order inventory of supplies related to copier, mailing and any other mailroom related machinery to confirm satisfactory level of inventory is available at all times</li><li>Safely and efficiently operate mailroom equipment including postage meter and scale, sealer, inserter, binder, laminator, and other office equipment and arrange service calls as needed</li><li>Sort incoming mail and packages by department and individual employees for distribution in a timely manner</li><li>Escalate any issues related to supplies, production and machinery associated with the mailroom functions and responsibilities</li><li>Perform all outgoing mail requirements utilizing necessary equipment</li><li>Coordinates and processes customized packaging when necessary</li><li>Executes and prioritizes scheduling print jobs within the organization and confirm are print lists are current</li><li>Replace copier/printer toner and ink cartridges and perform minor troubleshooting procedures as needed</li><li>Maintains relationship with business machine vendors and places services calls as needed and escalate issues of concern to management when appropriate</li><li><b>Skills or Experience:</b></li><li>Ability to operate mailroom machinery</li><li>Ability to interact with people at all levels of the firm structure, prioritize and handle numerous competing demands in high-volume, fast paced working environment</li><li>Proven ability to work effectively as a group and independently</li><li>Identify and resolve or escalate issues in a timely manner</li><li>Good written and verbal communication skills</li><li>Deadline and detailed oriented</li><li>JST Experience a plus</li></ul><p><b>Job Type</b>: Full-Time</p><p>Job Type: Full-time</p><p>Pay: $16.00 - $19.00 per hour</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li></ul><p>Work Location: In person</p>

LAW FIRM - MAILROOM LEGAL SPECIALIST

Skadden, Arps, Slate, Meagher & Flom LLP & Affiliates

<div><div>We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.</div><div></div><div>
About Us</div><div>
Skadden, Arps, Slate, Meagher &amp; Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients&rsquo; legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world&rsquo;s major financial centers.</div><div></div><div>
The Opportunity</div><div>
We are seeking a New Business Conflicts Clearance Analyst to join our Firm. There are multiple positions based in our New York and California offices (hybrid and fully remote opportunities). Please note that the Firm will not sponsor applicants for work visas for this position. There are multiple shifts available.</div><div></div><div>
Weekdays, Monday - Friday</div><ul><li>
New York Office: 7:00 am &ndash; 3:00 pm EST (Hybrid)</li><li>
New York Office: 11:00 am &ndash; 7:00 pm EST (Hybrid)</li><li>
California Offices: 2:00 &ndash; 10:00 pm PST (Fully remote)</li></ul><div></div><div>
The New Business Conflicts Clearance Analyst will support the New Business Conflicts Clearance team by conducting thorough conflicts checks, maintaining accurate records in the conflicts database, and ensuring the seamless operation of the conflicts resolution process.</div><ul><li>
Reviews and analyzes conflicts reports to identify any potential conflicts of interest issues which require resolution.</li><li>
Collaborates with other members of the New Business Conflict Clearance team, Conflicts Attorneys, and Office of the General Counsel to resolve potential ethical conflicts and facilitate the new matter opening process.</li><li>
Communicates effectively with attorneys and staff to gather necessary information for conflicts checks, conflicts review and clarify any discrepancies in the iManage request form.</li><li>
Validates the requirements for each conflict check with the requesting lawyer or secretary to ensure compliance with firm policies and legal standards.</li><li>
Conducts corporate research using both internal and external resources to verify the accuracy of information and understand corporate relationships and structures.</li><li>
Coordinates with the Client Accounting Department and other relevant departments to ensure the integrity and consistency of database information.</li><li>
Provides coverage for department functions, including after-hours and weekend support as needed, ensuring continuous operation of conflicts resolution processes.</li><li>
Demonstrates effective interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.</li><li>
Manages Firm resources responsibly.</li><li>
Complies with and understands Firm operation, policies, and procedures.</li><li>
Performs other related duties as assigned.</li></ul><div></div><div>
Qualifications</div><ul><li>
Knowledge of relevant firm computer software programs (e.g. Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems</li><li>
Familiarity with conflicts database software, preferably iManage, and a general understanding of the conflicts resolution process in a legal or professional services context.</li><li>
Demonstrate effective interpersonal and communication skills, both verbally and in writing, in communicating with Firm attorneys and staff</li><li>
Demonstrates close attention to detail</li><li>
Excellent analytical, troubleshooting, organizational, and planning skills</li><li>
Ability to handle multiple projects and shifting priorities</li><li>
Ability to handle sensitive matters and maintain confidentiality</li><li>
Ability to organize and prioritize work</li><li>
Ability to work well in a demanding and fast-paced environment</li><li>
Ability to work well independently as well as effectively within a team</li><li>
Ability to use discretion and exercise independent and sound judgment</li><li>
Flexibility to adjust hours and work the hours necessary to meet operating and business needs</li></ul><div></div><div>
Education and Experience</div><ul><li>
Bachelor&rsquo;s degree</li><li>
Minimum two years of relevant experience in a law firm or professional services firm.</li><li>
Experience working within a conflicts department at an Am Law 50 firm.</li></ul><div></div><div>
Culture &amp; Life at Skadden<br>
What makes Skadden special is our people and the culture, community, and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion, equity, and drawing on the strength of a wide spectrum of diverse talent only make us better and is vital to the Firm's success. Our goal is for everyone at the Firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and professional staff.</div><div></div><div>
Benefits</div><div>
The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.</div><ul><li>
Competitive salaries and year-end discretionary bonuses.</li><li>
Comprehensive health care (medical, dental, vision), savings plan/401(k), and voluntary benefits.</li><li>
Generous paid time off.</li><li>
Paid leave options, including parental.</li><li>
In-classroom, remote, and on-demand learning and professional development opportunities.</li><li>
Robust well-being classes and programs.</li><li>
Opportunities to give back and make an impact in local communities.</li></ul><div></div><div>
For further details, please visit: <div>https://www.skadden.com/careers/staff/employee-benefits</div></div><div></div><div>
The starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.</div><div></div><div>
Salary Details</div>
$85,000-$95,000<div></div><div>
EEO Statement</div><div>
Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.</div><div></div><div>
Applicants who require an accommodation during the application process should contact Lara Bell at (212) 735-2794.</div><div></div><div>
Skadden Equal Employment Opportunity Policy</div><div><div>
Skadden Equal Employment Opportunity Policy</div></div><div></div><div>
Applicants Have Rights Under Federal Employment Law</div><div><div>
Applicants Have Rights Under Federal Employment Law</div></div><div><br>
<br>
In accordance with the Transparency in Coverage Rule,</div><div>
</div><div><div>Transparency in Coverage</div></div></div>

New Business Conflicts Clearance Analyst

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