Operations Assistant
Assistantly
Legal Administrative Assistant
Beveridge & Diamond PC
full-time
Posted on:
Origin: • 🇺🇸 United States • New York
Visit company websiteSalary
💰 $65,000 - $75,000 per year
Job Level
Junior
About the role
- Provide advanced administrative support services to facilitate smooth operation of the firm and aid attorneys and clients
- Oversee billing and accounting tasks including opening new client/matter numbers, performing conflict checks, providing monthly bills for attorney review, transfers, write-offs, corrections, applying retainers, handling third-party billing disbursements, and acting as liaison with Accounting on past due receivables
- Coordinate billing with other Legal Administrative Assistants and handle special billing requests
- Enter and review attorneys’ time entries in InTapp Time and maintain time entry deadlines
- Prepare and reconcile monthly corporate credit card statements and process expense reports
- Process and format Word and Excel documents in prescribed Firm formats; perform court services including filing, requesting transcripts, and litigation searching; prepare PowerPoint presentations with basic graphic enhancements
- Proofread documents for accuracy, grammar, punctuation, and conformity to Firm formats; prepare correspondence and email drafts for attorney review
- Ensure documents are properly saved to the Firm’s document management system and verify metadata cleansing
- Open and distribute incoming mail and arrange document delivery methods
- Set up and maintain client, work, chronological, pleading, and personal files including electronic files in iManage and coordinate transfer to offsite storage
- Coordinate meetings, schedule conference rooms, arrange catering, and manage meeting setup/cleanup
- Maintain Outlook calendars, provide reminders, schedule meetings and court appearances
- Coordinate docketing with Docket Coordinator, maintain tickler system, and docket case/motion schedules per rules
- Maintain knowledge of state and federal court filing procedures
- Coordinate national and international travel arrangements and handle travel changes
- Perform or outsource photocopy, bindery, scanning, and printing tasks and coordinate large copy requests with Office Services
- Maintain attorney contacts in InterAction, update contact information, merge duplicates, and manage distribution lists
- Participate as an active member of the Legal Administrative Assistants’ team and provide back-up and overflow support as needed
- Maintain facilities and kitchen, order and stock supplies, and assist with event planning and execution
- Perform other duties as assigned as needed
Requirements
- 1 to 3 years of experience supporting attorneys, executives, or managers preferred
- College graduate with a bachelor’s degree or equivalent legal administrative experience in a law firm environment
- Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, 3E (or Elite), InterAction (contacts), Adobe Suite (or equivalent software)
- Ability to work in a collaborative environment and to work harmoniously and effectively with others as part of a team
- Exceptional organizational and time-management skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail and efficiently meet deadlines
- Excellent oral and written communication, analytic, and problem-solving skills
- Professional interpersonal skills with a positive attitude complemented by a flexible, proactive, and resourceful approach
- Availability to work overtime as requested
- Ability to lift up to 30 pounds (full banker box weight)
