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Legal Administrative Assistant

Job Title

Legal Administrative Assistant

Job ID



Lower Manhattan NY US 10004

Legal Administrative Assistant

Our client has extensive experience in representing clients of all sizes and across a multitude of industries around the globe in connection with intellectual property matters. Their attorneys and patent agents have technical and scientific backgrounds, many of whom have graduate degrees. They counsel and represent clients on high-stakes complex matters – relying on both their legal analysis expertise and technological know-how.

Our client is selective in hiring talented candidates with exceptional legal and technical/scientific backgrounds. They invest in their legal team and support staff. This includes providing each person with opportunities to work on a wide scope of projects in addition to specializing in a respective practice area. Our client has developed an environment that fosters professional development and collegiality.

As the Legal Administrative Assistant, you will manage and coordinate work tasks throughout the department and serve as the first point of contact for clients and staff. You will also be expected to utilize your experience, skills, and talents to successfully perform the following:

  • Manage and filter daily communications as appropriate with internal and external clients; answer telephone calls, take messages, and direct calls, as needed.
  • Compose, proofread, and edit correspondence, presentations, and other documents.
  • Coordinate and schedule travel reservations, both domestic and international.
  • Prepare and submit expense reports and reconcile credit card transactions.
  • Manage multiple calendars to ensure meetings and appointments are scheduled accurately.
  • Diary entries.
  • Arrange and schedule internal and external meetings.
  • Assist with onboarding tasks for new hires.
  • Complete various ad-hoc tasks and research projects under tight deadlines with minimal supervision.
  • General office management tasks, e.g., handle inbound and outbound mail, order catering for meetings and firm events, ordering general office supplies, maintaining reception area, conference rooms and resource rooms, and be a liaison with building management for facility-related issues.
  • Maintain files, both physical and electronic, and ensure that client-related documents and correspondence are filed in the firm’s document management repository.
  • Handle confidential information with discretion and diplomacy.
  • Actively contribute to team meetings and other team-related activities.
  • Suggest new processes/ procedures to expedite projects and daily workflow.
  • Performs other related duties as assigned

Legal Administrative Assistant’s Qualifications:        

  • Ability to develop effective working relationships.
  • Proficiency with Microsoft applications such as Excel, Word, and PowerPoint as well as Google applications preferred.
  • Familiarity with Concur, Foundation IP, First to File, iManage, or other similar applications.
  • Strong organizational skills coupled with the ability to prioritize efficiently.
  • Ability to perform duties with a high level of detail and accuracy.
  • Demonstrated ability to maintain high level of professionalism, confidentiality, discretion, and judgment while being personable.
  • Experience: Law firm administrative assistant experience is strongly preferred

Our client values their employees’ time and efforts. Their commitment to your success is enhanced by their competitive compensation and an extensive benefits package.

Plus, they work to maintain the best possible environment for their employees, where people can learn and grow with the company. They strive to provide a collaborative environment where each person feels encouraged to contribute to their processes, decisions, planning and culture.

Our client is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person’s race, color, gender, age, religion, national origin, ancestry, disability, veteran status, genetic information, sexual orientation, or any characteristic protected under applicable law.