Overview
Legal Administrative Assistant Jobs in Coral Gables, FL at Bayview Asset Management
The Assistant (Legal Secretary) is responsible for providing high level administrative and client service support for assigned attorneys and Administrative Directors of the Firm by effectively managing day-to-day activities, the flow of information and maximizing their assignments time and productivity.
Responsibilities
Serve as the primary point of contact managing communications and correspondence with internal and external clients
Answer multiple phone lines, screen, and direct calls as appropriate
Utilize Outlook to maintain calendars, schedule meetings, and arrange conference/teleconference calls
Coordinate travel, transportation, and accommodation arrangements through online platforms and the Firm’s travel department
Handle sensitive information with utmost confidentiality and discretion
Support the planning and execution of practice group events and initiatives
Collaborate with other professional staff to enhance overall operational efficiency
Anticipate the needs of the assigned attorneys and provide proactive solutions to challenges
Organize and coordinate meetings, ensuring all logistics are executed seamlessly
Greet attorney’s clients and guests for meetings and appointments and ensure that all required materials are organized in advance
Process expenses through Firm expense application (Chrome River)
Prepare attorney diaries through Firm diary application (Intapp)
Utilize various office equipment to transmit data, print, duplicate, fax and PDF
Create and maintain attorney files using alphanumeric systems
Coordinate with Conference Services when scheduling meetings for room reservations, food/beverages and audio/visual equipment needs
Prepare and process client bills, working closely with Billing department
Create, edit, and proofread complex and practice-specific legal documents, forms, correspondence, ensuring accuracy and completeness. Provide backup coverage for other assistants and receptionists
Perform other duties as assigned
Required Skills
Proficient in delivering information effectively through both verbal and written communication
Ability to type 50+ wpm, skilled typing ability and knowledge of personal computers, software and related applications
Proficiency in Microsoft Word and Excel
A proactive approach to problem-solving with a strong attention to detail
Must be able to work collaboratively in a team environment
High level of discretion and diplomacy in handling confidential matters and relaying information
Skilled in organizing, prioritizing, planning, and multitasking work activities, with a proven ability to meet deadlines effectively in high-pressure environment
Preferred Skills
4+ years of legal or administrative experience, preferably in a law firm or professional services.
Excellent interpersonal skills and a professional demeanor; ability to interact effectively with all levels of Firm personnel and clients/prospective clients of the Firm
Strong written and verbal communication skills. Strong attention to detail with the ability to proofread written materials and presentations
Ability to multi-task efficiently and effectively
Demonstrated ability to work independently and collaboratively as part of a team
Strong knowledge of Microsoft Office Suite and tech-savvy with the ability to learn new technologies
Familiarity with collaboration tools such as Microsoft Teams, Zoom, etc.
Possess sound judgment and discretion when handling confidential and sensitive information
Flexibility and adaptability to handle changing priorities and deadlines
Required Education
High School diploma or GED equivalent
Preferred Education
Four-year college degree or related field preferred
Salary Information
DC Only: The estimated base salary range for this position is $100,000 to $120,000 at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.
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Title: Legal Administrative Assistant
Company: Bayview Asset Management
Location: Coral Gables, FL
