Legal Support - Assistant, Senior Assistant, and Specialist

We are actively hiring for multiple levels within our Legal Support team in New York. Depending on your background, you may be considered for one of the following roles: Assistant, Specialist, or Senior Assistant. Candidates will be evaluated on their skills, education, and experience to determine the appropriate level, and compensation will depend on the specific role and individual candidate.

• Legal Support Assistant works closely with manager or supervisor for training and development opportunities to grow in understanding and ability to perform various clerical and administrative tasks for attorneys in a law firm environment.  Position coordinates and follows effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures.  

• Legal Support Senior Assistant is responsible for various administrative tasks for attorneys, coordinates and follows effective office procedures and efficient workflows, establishes and maintains harmonious working relationships with both internal and external clients while adhering to firm policies and procedures.  Prior experience working in key firm practice areas with knowledge of practice specific operations is essential. Involved in the day-to-day management of clients and matters.  

• Legal Support Specialist is a strategic business partner that is responsible for completing complex administrative and practice specific tasks, coordinates effective office procedures and efficient work flows, establishes and maintains harmonious working relationships with both internal and external clients.  This senior specialist role requires innate skills that allow them to partner with stakeholders in practice management, client development and overall support of a local, regional or national practice group or upper-level management committee. The ability to interface with senior stakeholders and their clients, serving as a gatekeeper, managing every aspect of the attorneys’ schedules and facilitating all administrative tasks with little or no direction.  The ideal candidate understands the importance of confidentiality and discretion while simultaneously communicating context to stakeholders; empowering them to make informed decisions and solve problems. Must demonstrate availability to assist during off hours with flexibility to accommodate stakeholders’ schedules. 

Duties and Responsibilities – Legal Support Assistant

• Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. 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; 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 catering
• Establishes and maintains paper and electronic files in compliance with current firm policies
• Collaborate with departments across the firm in order 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, etc.
• Operates office equipment including PCs, printers, phones, copiers, scanners and facsimiles
• Cover other desk assignments when needed and offers assistance to others on the team in order to meet firm and client needs
• Perform other duties as assigned

Duties and Responsibilities – Legal Support Senior Assistant

• 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
• Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda, etc. 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
• Manage calendars and coordinate conferences, meetings, and appointments for attorneys and clients including conference room scheduling and related services
• Collaborate with departments across the firm in order to complete required tasks within the role by using appropriate resources, address issues and resolve problems
• Establish and maintains paper and electronic files in compliance with current firm policies
• Operate office equipment including PCs, printers, phones, copiers, scanners and facsimiles
• Perform a variety of clerical and administrative functions including photocopying, printing, binder assembly, transcribing and revising digital audio, etc.
• Maintain and demonstrate proficiency in the use of firm-issued equipment, firm-required software and practice specific applications, as required
• Cover other desk assignments when needed and offers assistance to other members on the team in order to meet firm and client needs
• Perform other duties as assigned

Duties and Responsibilities – Legal Support Specialist

• 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
• Able to work independently to drive success of practice group; improve processes
• Volunteer/be available for special projects
• Be a steward and leader of our firm and team culture
• Consistently supports the Service Excellence model and consistently excels in performance appraisals
• Research information for new clients/deal pitches (i.e., utilizing LinkedIn)
• Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issues
• Coordinate internal and external meetings, video conferences, and appointments for attorneys and clients including conference room scheduling and related services
• Act as a subject matter expert for policies and procedures; identify and implement operational and organizational improvements to processes
• Track and organize material and information related to attorney leadership roles within the firm, in bar and other professional organizations
• Collaborate with departments across the firm in order to complete required tasks by using appropriate resources, address issues and resolve problems
• Prepare timekeepers for important meetings including gathering talking points, preparing presentations/spreadsheets and helping to manage relationships with clients/direct reports, etc.
• Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clients
• Collect and submit information needed to open new client matters and run conflicts
• Prepare, format, edit and finalize documents including correspondence, charts, motions, briefs, pleadings, exhibits, contracts, memoranda using MS Office applications and other firm software
• Initiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting, spelling and grammar
• 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 train associates on best practices
• Coordinate US and foreign travel arrangements including flights, hotels, car service, transfers, itineraries and any necessary visa documentation; maintain travel expenses
• Receive, screen and route telephone calls, conference calls and messages to attorneys, clients and staff with a high degree of professionalism
• Maintain Outlook inboxes including reviewing incoming communications, prioritizing items in terms of deadlines and importance; respond, if applicable
• Research information for new clients/deal pitches (i.e., utilizing LinkedIn)
• Process incoming and outgoing mail and deliveries; distribute promptly upon receipt
• Cover other desk assignments when needed and offer assistance to other members on the team
• Perform other duties as assigned

Legal Support Assistant

Education and/or Experience:

Required:

• High school graduate or equivalency
• Proficiency in Microsoft Office applications with high aptitude for learning new software and systems

Preferred:

• Bachelor's degree
• Ability to accurately type 50 words per minute
• Professional services industry experience a plus

Legal Support Senior Assistant

Education and/or Experience:

Required:

• High school graduate or equivalency
• Three or more years of related work experience and/or training; or equivalent combination of education and experience
• Previous experience in a similar role in a law firm or professional services environment supporting multiple fee earners
• Proficiency in Microsoft Office applications and other software typically used in law firms (ex. InTapp, Chrome River, NetDocs, etc.); high aptitude for learning new software and systems
• Knowledge of legal terminology and formats

Preferred:

• Bachelor's degree
• Ability to accurately type 50 words per minute
• Global law firm experience

Legal Support Specialist

Education and/or Experience:

Required:

• High school graduate or equivalency
• Five or more years of related work experience and/or training; or equivalent combination of education and experience
• Proficiency in Microsoft Office applications with high aptitude for learning new software and systems
• Experience with document management systems (DMS) like iManage or NetDocs.

Preferred:

• Bachelor's degree
• Ability to accurately type 50 words per minute
• Global law firm experience

Other Skills and Abilities – Legal Support Assistant

• 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

Other Skills and Abilities – Legal Support Senior Assistant

• Proactive and positive approach to assignments and responsibilities
• Excellent customer service and client relationship 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 independently, harmoniously and effectively with others
• Ability to maintain confidentiality and exercise discretion
• Ability to work under pressure; 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
• Reliable with strong work ethic
• Willingness to develop others through mentoring and sharing experiences

Other Skills and Abilities – Legal Support Specialist

• Strong soft skills such as communication, prioritization, reasoning and leadership skills
• Ability to facilitate all administrative tasks with little or no direction
• Strong attention to detail
• Excellent organizational and time management skills
• Self-starter who anticipates needs, takes initiative and solves problems; shows ownership and commitment to the position
• Ability to work harmoniously and effectively with others
• Ability to maintain confidentiality and exercise discretion
• Resilient, composed and positive when facing pressure; ability 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
• Ability to instill confidence; incredibly proactive and positive approach
• Reliable, 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
• Excellent customer service and client relationship skills
• Willingness to develop others through mentoring and sharing experiences

#LI-KG2

The target salary range for this role is:

Salaries vary by location and are based on numerous factors, including, but not limited to, the relevant market, skills, experience, and education of the selected candidate. Our compensation package also includes bonus eligibility and a comprehensive benefits program. Benefits information can be found at Sidley.com/Benefits.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements. The requirements listed above are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email [email protected] (current employees should contact Human Resources).

Sidley Austin LLP is an Equal Opportunity Employer.