Overview
Administrative Assistant Jobs in New York, NY at Hughes Hubbard & Reed LLP
Title: Administrative Assistant
Company: Hughes Hubbard & Reed LLP
Location: New York, NY
Position Summary:
Administrative Assistant will be required to perform both legal document production and administrative support to partners and associates in varied practices within the Firm.
Reporting Structure:
The administrative assistants report directly to the Secretarial and Word Processing Manager.
Principal Duties and Responsibilities:
• Protect firm and client confidentiality
• Heavy maintenance of Outlook Contacts and Calendar
• Ability to schedule Microsoft Teams conference calls and meetings internally and externally
• Telephone support to paired attorneys
• Proactive monitoring and response to senior partner’s incoming mail both electronic and physical
• Attorney time entry (3E Workspace)
• New business intake (InTapp new matter memos/engagement letter templates)
• Client billing (3E Cosine Proforma)
• Processing of expense reports and invoices through Chrome River
• Travel arrangements both domestic and international
• Document production, including, but not limited to, conversions PDF to Word/Word to PDF, formatting (styles in Native Word or Innova Multilevel Styles, document comparisons/redlines, Power Point presentations, etc.)
Position Specific Skills and Requirements:
• Solid organizational skills and electronic record-keeping (i-Manage Work)
• Strong proofreading skills with attention to detail
• Superior soft skills
• Effective written and verbal communication
• Adaptability and flexibility (accommodate the changing needs of the Firm)
• Ability to work well under pressure and meet deadlines in a timely fashion
• Strength in problem solving
• Strong work ethic
• Positive attitude and team player
Education and General Requirements:
• Bachelor’s degree, preferred
• Proficiency in Word, Excel, Adobe Acrobat and PowerPoint
• DeskSite document management, a plus
• Preferred experience, 3+ years in legal or professional services
Hybrid schedule (subject to change):
Monday/Tuesday: remote, Wednesday/Thursday/Friday: in-person/on-site in our New York office; working hours 9:30am-5:30pm plus overtime
