Legal Administrative Assistant
Shearman and Sterling

Job Info

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Job Description

Role Summary

Provide legal administrative and billing support to Global Managing Partner and Global Head of Disputes in the New York office, working closely with and under the guidance of an Executive Assistant on the coverage team.

Key Responsibilities

• Enter diary narratives into Intapp.
  
• Handle all aspects of bill preparation, including, for example: initiate pro formas; review, categorize, edit and transfer time entries; prepare and finalize bills for partner review; mail or submit bills electronically; track outstanding client bills and follow up with partners, clients or revenue group to resolve payment or outstanding issues.
  
• Prepare and submit expense reports using Chrome River.
  
• Support new business intake, including, for example: request and follow-up on conflict checks; prepare forms to open new client matters; submit electronic approvals.
  
• Answer telephone calls, promptly convey accurate messages, and execute appropriate follow-up to ensure closure/response.
  
• Coordinate and schedule multi-party/time-zone calls, meetings, travel and other events, and manage highly active calendar in Outlook.
  
• Manage contacts lists in Outlook and/or Interaction.
  
• Execute various additional administrative duties, including, for example: creating and maintaining paper and electronic files; handling photocopy, scanning, and print requests.
  
• Create, edit, format and proofread letters, memos and other documents using Microsoft Word, PowerPoint, Excel, iManage, and Change-Pro as necessary. Compose routine correspondence and emails, as needed.
  
• Assist with the coordination of business development, marketing, social and other events.
  
• May assist partner with personal requests (i.e., maintaining personal files, contacts, calendar).
  
• Other duties and responsibilities as assigned.
  

Knowledge, Skills & Attributes

• Excellent client service and verbal and written communication skills
  
• Strong attention to detail and accuracy
  
• Strong knowledge of computers and software applications (MS Word, Excel, PowerPoint, iManage, Outlook, Interaction, Elite, Intapp and Chrome River, specifically)
  
• Hands-on legal billing experience (handling all aspects of billings and collections)
  
• Ability to prioritize and handle multiple concurrent tasks
  
• Ability to think clearly and work well under pressure in a demanding environment
  
• Ability to exercise judgment, diplomacy and discretion in handling matters of a confidential and sensitive nature
  
• Strong calendaring skills (view, edit, send, create and respond on partner's behalf)
  
• Strong interpersonal skills, with the ability to work effectively and flexibly with colleagues and clients all levels
  
• Ability to influence without authority
  
• Ability to master new technology using on-line training tools
  

Education & Experience

• At least five years of secretarial experience preferred (legal secretarial experience preferred)
  
• 4-year college degree or equivalent preferred
  
• High school diploma or GED required
  

Physical Activity/Other Miscellaneous

• Flexibility to work outside standard business hours as required, including morning, evening and weekends
  
• Ability to work at 599 Lexington Avenue location on regular basis
  
• Ability to lift and carry up to 15 pounds
  
• If you are hired, we will require you to prove that you have received the COVID-19 vaccine or have a valid religious or medical reason not to be vaccinated.
  

Location(s)
New York-599

This job has expired.