Nixon Peabody LLP is hiring: 4407 - Legal Secretary - Finance & Real Estate in N

Overview

The Practice Assistant ("PA") provides support to an assigned group typically comprised of partners, counsel, senior associates, professional specialists and others on a case-by-case basis. PAs are cross trained to support other similar groups as well as his/her assigned group. PAs are part of an onsite support team that requires a level of in-office support to meet the overall business needs of the firm. A hybrid work schedule is available for this position.

Location: New York City, NY

Responsibilities

• Provide high-level practice- and client-facing administrative support for assigned timekeepers and others as requested. The Assistant is proactive and highly responsive, effectively and efficiently managing workload as well as requests for information.
• Prepare documents quickly and accurately; proofreading own and others’ work; offer suggestions for improving work and/or processes; answer phones promptly with a friendly, professional tone; gather information sufficient to prepare helpful, timely, accurate messages; promptly perform administrative tasks in InterAction, Workshare, Chrome River and other firm applications.
• Proactively manage calendars, ensure all details are anticipated, arranged and well-coordinated, including meeting logistics (AV requirements, catering, other needs); inform callers when an attorney will be available to return a call; maintain knowledge of ongoing cases; anticipate next steps and prepare in advance; prepare for court filings, including arranging for court fee checks; open new matters and prepare engagement letters; maintain up-to-date contact list for assigned attorneys; assist in tracking CLE requirements and attorney renewals for various legal organizations and courts.
• Contribute to positive outcomes by executing tasks effectively, following through, and being accountable; support practice development initiatives such as on-site events and monitoring attorney social media accounts; assist with managing attorneys’ client relationships; maintain up-to-date desk procedures reflecting individual attorney and client preferences.
• Coordinate services for copy and print jobs, review for accuracy; send faxes; coordinate mail/shipping needs; maintain current, well-organized files and prepare files for offsite storage as needed.
• Display a cooperative spirit, work collaboratively as part of the support team, back up other team members, ensure accuracy of all work, assist co-workers with overflow, aid time entry and billing staff with timesheets and bills; coordinate with travel services to arrange travel for assigned timekeepers; process expenses and invoices promptly with correct coding.
• Work independently with confidence; present a poised, professional image to clients, attorneys, staff and visitors; take pride in representing the firm.
• Identify training needs and pursue professional development; stay up-to-date on jurisdictional rules relevant to assigned attorneys; share knowledge with and support other members of the support team.
• Embrace new technical solutions and incorporate them into processes; participate in firm-sponsored training to maintain required skill level of software applications.
• Perform other duties as assigned.

Qualifications

• 3+ years of relevant experience within a law firm setting.
• Bachelor’s Degree required. Experience in lieu of a degree will be considered.
• Notary Public certification preferred.
• Excellent verbal and written communication skills.
• Attention to detail with the ability to handle difficult situations and meet deadlines.
• Interpersonal skills with the ability to work with personnel at all levels.
• Strong research, proofreading and editing skills.
• Proficient in Microsoft Office Suite (Excel and PowerPoint).
• Ability to work independently with minimal supervision.
• Demonstrated ability to handle multiple tasks concurrently.
• Willingness to learn new skills involving Litigation law.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• New York City, NY: $77,000 to $110,000

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody’s good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

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