Under the supervision of the Assistant Director of HR & Administration this position has primary responsibility for the performance of clerical/administrative activities and coordination of activities and events as necessary. This position will perform a variety of administrative and staff support duties for the assigned area or pool, with limited supervision.
Responsibilities and Duties:
General administrative support services
- Maintain calendar and contacts
- Room scheduling/reservations (individual and group meetings)
- Meet/greet clients; arrange meetings (including any beverage/food and AV requirements)
- Track monthly expenses, prepare expense reports and manage corporate card accounts
- Make travel arrangements
- Respond timely to emails requesting other assistance
Documentation
- Proofread documents upon attorney request
- Perform photocopying, scanning, faxing, binding, filing, etc.
- Prepare legal correspondence, documents, electronic filings, etc.
- Document formatting, following firm styles, finalizing document for filing including TOCs.
- Create and maintain files
- Prepare new client/matter forms; engagement letters, etc.
- Create binders
- Track attorney bar/court admissions/CLE information
- Conduct minor non-billable research for assigned attorneys (i.e., filings, court cases, patents, etc...)
- Enter attorney hours into time management system and manage contract attorney time as applicable
- Review and edit of monthly prebills; drafting cover letters for same
- Minor personal work for a Partner
- Provide back-up services for other admins or office personnel
- Other duties and special projects as assigned
Education, Experience, and Skills Required:
- Associate's degree preferred
- 2+ years general office experience required, prior law firm experience is preferred.
- Excellent communication skills, both verbal and written.
- General knowledge of office equipment and tools.
- Strong Microsoft Office skills - Word, Excel, PowerPoint, Outlook and various document management tools.
- Ability to build rapport with attorneys and professional staff.
- Strong organizational skills with great attention to detail.
- The ability to work independently but within a team environment.
Benefits
At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:
- Competitive starting pay and annual discretionary bonus and raise eligibility
- Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
- Firm paid short and long-term disability, plus life and accident insurance
- 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
- Comprehensive medical, dental, and vision insurance options
- Flexible spending and health savings accounts (medical plan dependent)
- Firm paid comprehensive Employee Assistance Program (EAP)
- Student loan refinancing discounts
- Lifestyle reimbursement program
- Hybrid remote work schedules are available for most employees (per current policy, in-office presence is required at least 3-days per week and fully remote roles are not available)
Position Details
This is a full-time, benefits eligible, non-exempt level position. Final rate of pay will be commensurate with the incumbent's experience, with a targeted hiring range of $39.00 - $46.00 hourly. This position is currently available in our NY office location only.
