Contract to Perm Legal Executive Assistant - Corporate

Our client is a leading global business law firm looking for a collaborative, results-oriented individual who enjoys working in a fast-paced environment and has exceptional problem-solving skills. Naviga has been engaged to recruit a Contract Legal Executive Assistant - Corporate to join their team.

Title: Contract Legal Executive Assistant - Corporate
Location: Hybrid - New York, NY

Key Notes/Company Details:

• Headquartered in both Chicago, IL and London, England.
• Multi-Billion Dollar Business, Employing over 3600 Lawyers
• Culture includes individuals of high standards, providing support and collaboration throughout the business
• Work with a reputable global firm known for its excellence in professional services.

Responsibilities:

• Completes and carries out major assignments and a broad variety of tasks in support of the partner's practice.
• Exercises judgment and delegates administrative tasks and document work as appropriate to other Legal Support Services team members (Legal Support Assistants and Legal Administrative Assistants) and firm resources. When delegating, maintains responsibility for and tracks all activities/tasks/projects to successful completion. Collaborates with peers to provide team support and coverage
• Performs work that substantively and positively impacts the success of the partner's financial viability with client matters.
• Exercises discretion and professional judgment with confidential and sensitive matters.
• Plans, coordinates, and ensures attorney Outlook calendars are maintained; identifies and resolves scheduling conflicts; coordinates complex travel itineraries.
• Works closely and proactively with attorneys to keep them well informed of upcoming commitments and responsibilities, preparing materials in advance, and following up appropriately.
• Successfully completes critical aspects of deliverables with a proactive, hands-on approach, including drafting letters or other correspondence, preparing reports, and other tasks that facilitate partner's ability to effectively build the practice.
• Handles extensive direct interaction with clients and outside business contacts.
• Prepares agendas, reports, and presentations; composes correspondence that is sometimes confidential.
• Develops and maintains professional relationships and ensures teams work together efficiently and effectively, providing clear direction and constructive feedback on projects and assignments.
• Coordinates department or practice group meetings. Takes lead in preparing logistics and engaging appropriate parties to ensure a successful meeting.
• Participates in practice group and client team meetings, as appropriate. Prepares meeting agendas, reviews meeting materials for accuracy and completeness and distributes to meeting attendees.
• Maintains paper and electronic filing systems, helping to ensure compliance with Information Governance policies and procedures.
• Maintains knowledge of billing matters (prebilling tasks including all approval forms and collaboration correspondence, international billing, liaise with biller regarding questions/issues, liaise with collections team); monitors client budgets for reporting purposes.

Requirements:

• Minimum 5 years of administrative experience in a law firm or professional services environment
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Ability to redline, format, and proofread complex legal documents
• Strong communication, organizational, and time management skills
• Solid organizational skills required to manage multiple high priority projects at one time.
• Performs a broad range of assignments with efficiency and accuracy.
• Excellent time management skills necessary and the ability to work effectively in a fast-paced environment.
• Demonstrates strong work ethic and a flexible, dependable and positive attitude.
• Must maintain confidentiality and demonstrate good professional judgment.

Education:

• High School or GED
• Bachelor's Degree or some college coursework strongly preferred