201-896-4100 info@sh-law.com

Executive and Legal Assistant (NYC)

Reporting to the Legal Paraprofessionals Manager, this role will be responsible for executive level administrative support to the Managing Partner, as well as, supporting 3-5 attorneys in the Business Law and Litigation section with all administrative aspects of the section specialty.

Essential Duties/Responsibilities
  • Provide administrative support of general office duties such as printing, scanning, copying, and compiling exhibits for several attorneys and accurately files legal documents both physically and electronically.
  • Coordinates complex travel arrangements for executives ensuring that all necessary files, materials, and supplies are assembled and itinerary prepared.
  • Coordinates special event planning, ensuring leadership is prepared through data compilation, reports, statistical analysis, and other information and materials.
  • Initiates routine and non-routine correspondence and other written materials under own signature or for signature of the Executive.
  • Interprets requests, supports implementation based on directives, and uses judgment to ascertain whether Managing Partner(s) should be notified of important or emergency matters. Unique situations will require a tailored approach and sound judgment.
  • Manages the calendaring to include making appointments and prioritizing the most sensitive matters, exercising considerable discretion and judgment as to priorities and effective use of time.
  • Prepares agendas, presentations, and other materials to support all meetings facilitated by the Managing Partner(s)/Attorneys.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Records meeting details and/or minutes as needed, disseminates as appropriate.
  • Responsible for event management and logistics related to senior management for on-site and off-site meetings as requested, including document and itinerary preparation, coordinating location/venue booking, catering, setting up and breaking down after the meeting.
  • Synthesizes high-level summaries from multiple sources, including articles, blogs, webinars, and meeting notes, for ease of understanding in a precise and concise manner.
  • Performs other duties as assigned by Executives.
  • Attend to incoming phone calls on behalf of assigned attorneys.
  • Initiate opening of new files and closing of complete ones per attorney direction.
  • Arrange couriers, court reporters, expert witnesses, and other special functions.
  • Maintain attorney calendars by planning and scheduling conferences, teleconferences, and depositions, closings, and meetings for attorneys and other legal staff; schedules hearings with judicial assistants to include contact with opposing counsel, court reporter and preparing notice.
  • Maintain task lists for attorneys to ensure client guidelines and court-mandated deadlines are followed.
  • Manage Case Screening / Origination process to include initial conflict check in collaboration with the Records Department, create and maintain reliable and accurate filing system for electronic documents.
  • Proofread briefs and other pleadings for pretrial activities to include but not limited to format compliance, client billing statements, Electronic Case Files (ECF) emails and deadlines.
  • Input Partners’ time into WebView as requested.
Education and Required Skills
  • Associate degree or equivalent experience
  • Minimum 1-2 years law firm experience
  • Ability to function well in a high-paced environment
  • Ability to maintain confidential and sensitive information and to exercise discretion and good judgement
  • Effective time management skills and excellent organizational skills
  • Excellent verbal and written communication skills
  • Proficient understanding of legal terminology and principles, research methods, court processes
  • Strong analytical and problem-solving skills
  • Strong attention to detail particularly in proofreading
  • Strong technology skills and proficiency in Microsoft Office Suite
Certifications
  • Notary preferred
Work Hours
  • In office work at the New York, NY location
  • Full-time, non-exempt, Monday to Friday 9:00 a.m. – 5 p.m. (one hour lunch)
  • Overtime (over 40 hours) may be required from time to time
  • Compensation range $65,000 – $75,000

Scarinci Hollenbeck is an Equal Opportunity Employer

Submission Requirements

Submit resume through our career portal or send to careers@sh-law.com

About Scarinci Hollenbeck

Scarinci Hollenbeck is a growing practice of over 60 experienced attorneys. We serve the niche practice areas most often required by the owners and leaders of corporations. We offer a full range of services and have developed our business law practice with the expertise and specialization necessary to serve our clients as they adapt to the shifting economic landscape.

* The use of the Internet or this form for communication with the firm or any individual member of the firm does not establish an attorney-client relationship. Confidential or time-sensitive information should not be sent through this form.

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