Legal Assistant & Office Coordinator (New York)

Job Summary:

Performs a broad range of legal, administrative, and office operations support for Attorneys in the Corporate practice group in Choate's New York office. Responsibilities include supporting attorneys with legal and administrative tasks related to transactional work, document management, opening and closing files, as well as providing day to day office administrative support. This role also includes calendaring, time entry and billing, travel arrangements, meeting and conference scheduling, coordination with Boston office, and other special projects as assigned.

Job Functions:

Legal Assistant:

• Provides highly technical document production including but not limited to typing, drafting and editing documents, dictation, redlining documents, conversion of documents from PDF to word, working on basic to highly complex Excel spreadsheets, creating or editing complex Power Point presentations.
• Assists with corporate matters by coordinating document execution, organizing documentation, tracking required items, and maintaining complete and accurate legal records and files.
• Understands legal terminology, basic legal procedure and document protocol. Has knowledge of legal document formats such as contracts, and agreements. Prepares correspondence, memos, and is highly skilled in styles, formatting and redlining documents. Maintains files and all client documentation. Works closely with attorneys in preparing client presentations utilizing available technologies such as Power Point and Excel.
• Demonstrates working knowledge of legal terminology, document standards, and procedures; prepares and formats correspondence and legal documents, maintains files, and supports attorneys with presentations and other client materials.
• Helps to submit time entries for their attorneys in addition to organizing bills with their assigned billing coordinator.
• Utilizes strong communication skills, both written and verbal, to ensure instructions are clearly understood and that requested work is completed. Maintains a courteous and service driven demeanor at all times.
• Maintains discretion and sound judgment when interacting with legal staff. Assumes a helpful, proactive and professional manner at all times and supports service standards as expected by the Firm.
• Brings expert organizational skills to the role with the ability to provide guidance on the most efficient and effective way to complete tasks. Takes lead on projects and is self-starter with work.
• Assumes accountability for all incoming and outgoing calls; answers phone, handles routine inquires for both internal and external contacts; refers calls to other contacts as needed and takes thorough messages.
• Maintains calendar and contact lists as requested. Arranges all aspects of both internal and external client meetings and conferences. Stays apprised of calendars and actively communicates changes or reminders as needed.
• Ensures a high level of service when interacting with clients and other related internal and external contacts. Maintains discretion and sound judgment when interacting with clients, both external and internal to the Firm. Assumes a helpful, proactive and professional manner at all times when dealing with both internal and external clients.
• Conduct basic legal and corporate research as requested.

• Serve as a primary on-site contact for day-to-day office operations, ensuring smooth daytoday functioning of the office.
• Coordinate travel and other logistics for internal and external meetings in Firm's New York office.
• Coordinate closely with the Boston office to support legal, administrative, and operational needs across locations.
• Maintain office supplies, liaise with building management and vendors, and manage other office-related needs.
• Performs other duties and responsibilities as assigned.

• Works proactively with others to support efforts within the department.
• Organizes and prioritizes assignments and contributes to the department's ability to meet or exceed goals and standards.
• Maintains current knowledge of trends and developments affecting the area of specialization.
• Uses innovative thinking and exercises sound judgment to achieve results.
• Proactive, resourceful, and solutionsoriented.

Qualifications:

• High School Diploma required, Bachelor's Degree preferred.
• Minimum of 5 years of legal assistant experience supporting Corporate attorneys. Office administration experience preferred.
• Excellent computer skills, including proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Familiarity with time and billing software.
• Ability to build rapport with attorneys and business professionals, including listening carefully to requests and asking questions when necessary.
• Demonstrated ability to balance client service while delivering high results and productivity.
• Demonstrated ability to handle sensitive documents with the utmost confidentiality.
• Effective oral and writing communication skills with strong knowledge of grammar, spelling, punctuation, and legal terminology.
• Demonstrated flexibility and the ability to handle complex, multiple tasks for several individuals with different work styles. Openness to change pace quickly while maintaining organization and attention to detail.
• Reliable team player with a positive attitude and willingness to take on additional responsibilities as needed.

Work Authorization:

• Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).

• Choate offers a comprehensive Total Rewards package to our business professional team members. The Firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.