Legal Administrative Assistant

Dentons•Millburn, NJ

2d•$90,000 - $110,000•Hybrid

About The Position

Dentons US LPP is currently recruiting for an experienced Executive-Level Legal Administrative Assistant to be resident in our Short Hills, NJ or Midtown, NY office. This position will provide administrative and secretarial support to the Global Chair, Venture Technology and Emerging Growth Companies, and other attorneys. This is a hybrid position with a minimum of 3 days in office per week.

Requirements

A minimum of 5 years’ executive-level administrative experience, coupled with at least 5 years’ legal secretarial experience within a law firm. This dual expertise is crucial to ensure handling the unique demands of this role with proficiency and confidence.
Adept in secretarial and administrative tasks including, but not limited to, telephone contact with business executives, travel arrangements, calendar maintenance, email tracking, time entry, expenses, and document preparation. Proficiency in these areas is essential for the smooth functioning of our operations.
Strong interpersonal skills are a must, as the candidate will need to work independently in a fast-paced, high-volume, and high-energy team environment.
Excellent written and oral communication skills are also vital, along with the ability to remain highly organized and detail-oriented.
Proficiency in MS Word, Excel, PowerPoint, and Outlook is mandatory, while knowledge of Intapp Time, Emburse, and Chrome River for expense management would be an added advantage.
Proven problem resolution abilities appropriately combining logic, flexibility, creativity, follow-through, and client services skills.
Flexibility is another key requirement, as the candidate must be able to adjust their core schedule when the attorney travels across different US time zones and internationally. Additionally, the ability to work overtime, including evenings and weekends, is required.

Responsibilities

Interact in person and over the phone with top executives in multiple time zones across the globe.
Manage the business calendar, organize client meetings, and arrange domestic and international travel. This involves constant tracking, scheduling, and managing emails to ensure nothing slips through the cracks.
Coordinate and track high-priority action items and follow-ups to ensure that attorneys meet their deadlines and that the workflow remains smooth.
Manage various legal administrative tasks such as conducting conflicts checks, opening client matters, reconciling extensive expenses, billing, obtaining electronic approvals, and managing calendars and conference room reservations.
Assist with document preparation and editing, file maintenance and client billing.
Maintain confidential firm and/or client information is of the utmost importance and ensure that all sensitive information is handled appropriately.
Provide team coverage when other Legal Administrative Assistants are out of the office.
Other duties as assigned to fully meet the requirements of the position.