Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking an experienced Legal Assistant (35 hours/week) to join our New York office. The Legal Assistant provides comprehensive administrative and practice support to assigned attorneys and other designated timekeepers in our Litigation, Labor & Employment and Corporate practice groups.
Legal Assistants serve as an integral partner to their assigned attorneys and other designated timekeepers, ensuring high-quality support to advance the Firm’s commitment to exceptional client service and adherence to the Firm’s standards of quality, confidentiality, and professionalism.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
- Using Firm best practices, creates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepers.
- Enters, reviews, proofreads, edits, and releases time charges for assigned attorneys and other designated timekeepers as necessary.
- Works closely with the Billing Department to review and revises client invoices. Assists in finalizing and submitting bills to clients as necessary.
- Submits expense reimbursement requests and related receipts. Follows-up on approvals and status of payments as needed.
- Following Firm guidelines, assists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.).
- Maintains accurate and updated client files, both electronic and physical files as needed. Reviews and prepares files to be closed when matters are complete.
- Coordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as needed.
- Manages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etc.
- Demonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessary.
- Interact professionally with clients, visitors, and colleagues; provide consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationship.
- Works closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.).
- Works collaboratively with peers to help provide backup support as needed.
- Utilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracy.
- Contributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service delivery.
- Performs other tasks and responsibilities as requested.
ADDITIONAL DUTIES AND RESPONSIBILITIES
- Proficient with software and terminology and best practices relevant to practice group area.
- Working knowledge of internet use for research purposes and utilizes Library services as needed.
- Working knowledge of the court systems, rules and procedures, including jurisdiction specific requirements.
- Participates in Firm training programs and professional development initiatives.
- Provides peer support and mentoring and contributes positively to a team-oriented culture.
- Supports and participates in Firm support services, i.e., DocuSign and other similar client support-based programs.
- Duties may vary for Legal Assistants in litigation and transactional practice areas.
QUALIFICATIONS
Education, Training and/or Experience
- High school diploma or equivalent required.
- Administrative or legal secretarial experience required.
- Preferably some college course work experience.
- Notary Public licensure is valued.
Knowledge, Skills, and Abilities
- Strong proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and legal document software and terminology relevant to practice group area.
- Excellent written and verbal communication skills with the ability to communicate effectively with a diverse group of clients, timekeepers and staff.
- Exceptional attention to detail in all assigned tasks to include document editing (e.g. punctuation, grammar, spelling) and data review on routine law office correspondence and legal case matters.
- Good understanding of law firm office policies and procedures.
- Ability to work both independently and closely with a team.
- Excellent organizational skills and the ability to prioritize numerous tasks and complete them under time restraints.
- Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
- Regular attendance and punctuality are essential functions of this job.
Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary range for this New York position is $92,500 to $105,000.
Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).
Thompson Hine EEO Policy
