Legal Administrative Assistant

Cohen, Weiss and Simon LLP, a mid-size boutique labor, employment and employee benefits firm in midtown NYC seeks a Legal Administrative Assistant.  If you are an experienced, reliable, task-oriented, organized and efficient self-starter interested in joining a Firm committed to the labor movement and workers’ rights, we would love to have you join our team.  This is a challenging and rewarding role for a dynamic, high energy individual.  The Legal Administrative Assistant will work directly with the Firm’s attorneys and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced law firm environment. This is an excellent opportunity to join a growing firm with competitive compensation.

Responsibilities include:

  • Coordinating attorney communications, including taking calls, responding to emails and interfacing with attorneys, staff, court personnel, vendors and clients
  • Preparing internal and external firm documents
  • Scheduling meetings, depositions, hearings and appointments (including location, food, beverage, audio/visual and other requirements); managing calendar and coordinating changing schedules
  • Maintaining an organized filing system of paper and electronic documents and other organizational tasks
  • Filing and retrieving firm records, documents, and reports
  • Preparing documents for review and presentation by attorneys
  • Assisting the supervising attorneys in managing tasks and in preparing for upcoming meetings and events
  • Greeting visitors and deciding if they should be able to meet with the supervising attorneys; screening calls
  • Using various software, including word processing, spreadsheets, databases, and presentation software; create PowerPoint presentations
  • Typing and data entry as needed
  • Data entry and organization of electronic files through the firm’s document management system
  • Reading and analyzing incoming mail, memos, submissions, and distributing them as needed
  • Reconcile attorney monthly credit card statements and assist in expense reimbursement
  • Working with all levels of internal management, attorneys and staff
  • Tracking of attorney CLE and state bar registrations
  • Travel planning (flight/train/car service and other reservations and hotel accommodations)
  • Transcribe and proofread legal documents
  • File, organize, scan, copy and fax legal documents
  • File documents with the court ahead of deadlines
  • Schedule couriers, court reporters, expert witnesses, and other special functions
  • Support supervising attorneys by communicating and obtaining information, following-up on delegated assignments, knowing when      to act and when to refer matters to attorney or to Executive Director
  • Provide general, high quality administrative support as necessary
  • Respond promptly to inquiries

Legal Administrative Assistant Requirements include:

  • Proven experience as a legal administrative assistant or other relevant administrative support experience, including experience using office equipment and with the responsibilities noted above
  • In-depth understanding of entire MS Office suite
  • Ability to organize a daily workload by priorities
  • Ability to meet deadlines in a fast-paced quickly changing environment
  • A proactive and collegial approach to problem-solving with strong decision-making skills and an ability to effectively prioritize work
  • Strong, professional-level verbal and written communications and follow-through skills
  • Experience exercising discretion and confidentiality with sensitive firm financial, business and client information

We offer competitive compensation in a collegial atmosphere with generous benefits.  Please send your cover letter, resume and salary requirements when responding to this post.  Agency submissions are not being accepted for this position.  Learn more about our firm at www.cwsny.com.  We are committed to fostering a firm culture of diversity and inclusion.  Women, minorities and LGBTQIA+ individuals are encouraged to apply.