Administrative Assistant

About the role

The Administrative Assistant supports the Global Chair of the firm's Restructuring department. This role requires a New York City savvy individual who can handle a fast-paced environment while maintaining professionalism and strict confidentiality.

Responsibilities

• Create, organize, and maintain various lists, charts, and databases of personal and client information with a keen eye for detail and accuracy.
• Manage schedules, budgets, and perform data analysis using Microsoft Excel and other relevant technology.
• Aid in the management and expansion of professional networks, maintaining contacts, and leveraging relationships for business or personal tasks including gifting, reservations, and delivering packages.
• Visit client locations, arrange for deliveries and transport on behalf of the Attorney.
• Recommend local venues, services, and event spaces based on Attorney or client needs.
• Support the Attorney and other legal staff during client events, coordinating on-site assistance and post-event follow-up.
• Select and arrange client gifts, ensuring they are appropriate, timely, and of high quality.
• Work with team members to assist in managing relationships with vendors in areas of sourcing and negotiation while maintaining quality standards.
• Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
• Utilize advanced calendaring skills to manage complex schedules, appointments, and commitments with precision.
• Manage extremely busy schedule (including travel arrangements) and address changes on a timely basis, if needed.
• Coordinate lodging accommodations, air and ground transportation, and itinerary creation and management.
• Organize and process expenses through the firm’s reimbursement system.
• Use discretion and confidentiality in handling all sensitive information with professional and personal matters.
• Answer, screen, and process incoming phone calls and email messages.
• Note and transmit phone messages.
• Set up conference calls/meetings (both audio and virtual/video).
• Provide information to callers when appropriate.
• Prepare to-do lists and follow up with the Attorney regarding pending items and assure completion.
• Greet clients and visitors in a manner that promotes the professional image and best interests of the firm.
• Maintain excellent public relations with clients.
• Personal billing responsibilities for Attorneys and possible client matters.
• Maintain knowledge of firm operating procedures, departments, and support areas.
• Perform other administrative duties as requested or assigned.

Requirements

• College degree or equivalent and three or more years of personal, executive, or C-level experience; or equivalent combination of education and experience.
• Two-year written commitment for the position is requested.
• Strong communication skills, able to liaise effectively between various parties, from peers at the firm to clients, service providers, and to other professionals.
• High degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills.
• Ability to work with frequent interruptions and adapt to changes in workflow with a positive attitude and sense of urgency.
• Excellent interpersonal, verbal, and written communication skills.
• Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks.
• Analytical and technical skills requiring an aptitude for detail, precision, and logic to perform essential administrative/clerical functions and utilize Firm software.
• Excellent organizational skills including record keeping, filing, data collection, and system information.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Computer proficient with experience and working knowledge of MS Word required. Working knowledge of Outlook, Excel, Records Management Software (i.e., IRM), Adobe Acrobat, and PowerPoint preferred.
• Dependable, smart, personable initiative-taker and team player who works collaboratively and cooperatively with others in a team-oriented environment.
• Ability to act independently and make decisions within scope of the position’s responsibilities.
• Ability to operate standard office equipment, including computer, telephone, laser printer, photocopier, scanner, calculator, etc.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.
• Local travel to and from client locations, etc. is required.

Qualifications

• Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends, and holidays, if needed.
• Knowledge, Skills And Abilities: College degree or equivalent and three or more years of personal, executive, or C-level experience; or equivalent combination of education and experience.

Skills

• Strong communication skills, able to liaise effectively between various parties, from peers at the firm to clients, service providers, and to other professionals.
• High degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills.
• Ability to work with frequent interruptions and adapt to changes in workflow with a positive attitude and sense of urgency.
• Excellent interpersonal, verbal, and written communication skills.
• Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks.
• Analytical and technical skills requiring an aptitude for detail, precision, and logic to perform essential administrative/clerical functions and utilize Firm software.
• Excellent organizational skills including record keeping, filing, data collection, and system information.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Computer proficient with experience and working knowledge of MS Word required. Working knowledge of Outlook, Excel, Records Management Software (i.e., IRM), Adobe Acrobat, and PowerPoint preferred.
• Ability to operate standard office equipment, including computer, telephone, laser printer, photocopier, scanner, calculator, etc.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.

Benefits

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution; transportation fringe benefit program; back-up care option; generous paid time off policy; and long-term and short-term disability policies.

Pay

The annualized salary range for this position is $100,000 to $130,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

Schedule

Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends, and holidays, if needed.