11 days old
2018-02-082018-03-10

Legal Secretary

Allen & Overy
New York, New York
  • Job Type
    Employee
  • Job Status
    Full Time

SUMMARY:  To provide Partners and Associates with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective calendar management; all matters with regard to finance; travel arrangements; communication control (telephone, email and mail); and preparation of complex and often confidential documents and presentations. Standard office hours are 9:30am – 5:30pm.


ESSENTIAL DUTIES AND RESPONSIBILITIES:"Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by Allen & Overy. Essential duties and responsibilities include (but are not limited to):

 

 

  • Act as concierge for partner - Daily maintenance of calendars and organization of the day-to-day schedule of attorneys, to include the identification and resolution of potential issues
  • Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
  • Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
  • Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
  • Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with Ultramar Travel, the firm's designated travel management company
  • Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
  • Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
  • Provide Deal/Matter support
  • Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt attorneys where necessary
  • Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing
  • Chase missing timesheets
  • Manage expense reimbursement process – collect receipts, submit expenses for reimbursement, keep track of reimbursements
  • Coordinate/organize small client events

 

 

Requirements

  • Good working knowledge of MS Word, Excel, PowerPoint and Outlook
  • Ability to handle high pressure situations with grace
  • Ability to handle multiple last minute changes
  • Ability to multi-task
  • Strong organizational skills required, must be detail oriented
  • Positive "can do" attitude
  • Strong team player
  • Self-motivated and driven
  • Good communicator and ability to communicate with Management and partners at all levels
  • Flexibility
  • Ability to work Overtime

 

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Legal Secretary

Allen & Overy
New York, New York

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Allen & Overy
New York, New York

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