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About the Role

This role supports attorneys in a law firm environment, coordinating office procedures, maintaining client relationships, and adhering to firm policies. Depending on your background, you may be considered for the Assistant, Specialist, or Senior Assistant level.

Responsibilities

• Prepare, format, edit, and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, and memoranda using MS Office applications and other firm software.
• Proofread all work to ensure proper formatting, spelling, and grammar.
• Input, edit, and finalize attorney daily time entries using the InTapp billing system, ensuring compliance with time entry policies and client billing guidelines.
• Prepare and submit expenses and invoices for payment; submit check requests as needed.
• Coordinate travel arrangements including air, hotel, and car service for attorneys and clients; maintain travel expenses.
• Receive, screen, and route telephone calls, conference calls, and messages to attorneys, clients, and staff.
• Process incoming and outgoing mail and deliveries; distribute promptly upon receipt.
• Coordinate conferences, meetings, and appointments for attorneys and clients, including conference room scheduling and related services.
• Establish and maintain paper and electronic files in compliance with current firm policies.
• Collaborate with departments across the firm to complete required tasks within the role by using appropriate resources.
• Perform a variety of clerical and administrative functions including photocopying, printing, binder assembly, transcribing, and revising digital audio.
• Operate office equipment including PCs, printers, phones, copiers, scanners, and facsimiles.
• Cover other desk assignments when needed and offer assistance to others on the team to meet firm and client needs.
• Collect and submit information needed to open new client matters and run conflicts.
• Assist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions, and other client-related project support.
• Track and organize material and information related to attorney leadership roles in bar and other professional organizations.
• Handle regular activities without prompting and advise in advance with issues or delays; actively seek ways to support assignments with a proactive and thoughtful approach.
• Develop and maintain in-depth knowledge of firm operations and processes and the intricacies of specific practice areas; act as the subject matter expert of practice specific processes and procedures and proactively share relevant information with colleagues.
• Delegate work to appropriate resources and ensure that work is completed in a timely and accurate manner.
• Train and develop peers and junior lawyers in practice specific and firm procedures.
• Work independently to drive success of practice group and improve processes.
• Volunteer for and be available for special projects.
• Be a steward and leader of the firm and team culture.
• Consistently support the Service Excellence model and excel in performance appraisals.
• Research information for new clients/deal pitches (e.g., utilizing LinkedIn).
• Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflect lower-level issues.
• Act as a subject matter expert for policies and procedures; identify and implement operational and organizational improvements to processes.
• Prepare timekeepers for important meetings, including gathering talking points, preparing presentations/spreadsheets, and helping to manage relationships with clients/direct reports.
• Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clients.
• Initiate correspondence and other written materials under own signature or for signature of timekeepers.
• Provide oversight for time entry, proformas, and bills for the assigned attorneys.
• Manage all aspects of billing and collections, including reviewing proformas to conform to billing requirements, identifying and correcting entries, and training associates on best practices.
• Coordinate US and foreign travel arrangements, including flights, hotels, car service, transfers, itineraries, and any necessary visa documentation.
• Maintain Outlook inboxes, including reviewing incoming communications, prioritizing items in terms of deadlines and importance; respond, if applicable.
• Demonstrate availability to assist during off hours with flexibility to accommodate stakeholders’ schedules.

Requirements

• High school graduate or equivalency.
• Proficiency in Microsoft Office applications with high aptitude for learning new software and systems.
• Three or more years of related work experience and/or training; or equivalent combination of education and experience (for Senior Assistant).
• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners (for Senior Assistant).
• Knowledge of legal terminology and formats (for Senior Assistant).
• Experience with document management systems (DMS) like iManage or NetDocs (for Specialist).
• Ability to accurately type 50 words per minute.
• Professional services industry experience a plus.
• Global law firm experience.
• Ability to perform the Duties and Responsibilities satisfactorily and meet the requirements.
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Skills

• Superior written and verbal communication skills.
• Strong attention to detail.
• Excellent organizational and time management skills.
• Self-starter who takes initiative; shows ownership and commitment to the position.
• Ability to work harmoniously and effectively with others.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work under pressure; manage multiple projects with competing deadlines and priorities.
• Ability to develop proficiency in legal and administrative applications that support firm operations and client work.
• Eager and willing to learn new skills.
• Reliable with strong work ethic.
• Presents professionally with an ability to speak comfortably and professionally with attorneys, staff, clients, and vendors.
• Excellent customer service.
• Proactive and positive approach to assignments and responsibilities.
• Excellent customer service and client relationship skills.
• Resilience to navigate multiple projects with competing deadlines and priorities.
• Ability to learn and embrace new skills and best practices as the position evolves and Firm needs change.
• Willingness to develop others through mentoring and sharing experiences.
• Strong soft skills such as communication, prioritization, reasoning, and leadership skills.
• Ability to facilitate all administrative tasks with little or no direction.
• Self-starter who anticipates needs, takes initiative, and solves problems; shows ownership and commitment to the position.
• Resilient, composed, and positive when facing pressure.
• Ability to instill confidence; incredibly proactive and positive approach.
• Flexible with a strong work ethic; available to assist during off hours, when needed, to meet client needs.
• Demonstrates a curious nature and knows how to add value; asks pointed questions and can be candid in response to questions asked of them.
• Ability to develop relationships and foster teamwork at all levels of the firm.

Location

• New York

Work Type

• Full-time

Experience Level

• Assistant
• Senior Assistant
• Specialist

Education Level

• High school graduate or equivalency
• Bachelor's degree

Salary/Compensations

• Legal Support Assistant: $61,200 - $85,000
• Legal Support Senior Assistant: $72,200 - $101,000
• Legal Support Specialist: $85,200 - $118,000

Benefits

• Bonus eligibility
• Comprehensive benefits program

About the Company

• Sidley Austin LLP is a global law firm.

Equal Opportunity

• Sidley Austin LLP is an Equal Opportunity Employer.