Executive Legal Assistant at Buchanan, Ingersoll & Rooney in New York, New York

Job Description:

Job Category: Legal Support Staff
Risquisition Number: EXECU001145
Posted: March 26, 2025
Full-Time
New York, NY 10019, USA

Job Details

Description

Executive Legal Assistant

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.

We are currently searching for an Executive Legal Assistant to support Litigation and Corporate Shareholders in our New York City office.

Job Duties and Responsibilities:

• Provide proactive, high-level secretarial support for multiple Shareholder level attorneys.
• Receive, screen, and prioritize calls and emails and transcribe or redirect them as appropriate and timely coordinate with the attorney
• Assist in maximizing attorney time with effective calendaring of appointments, running schedules, and maintaining multiple complex calendars, including docketing court and other filing deadlines and events, scheduling depositions (virtual and in-person), meetings and conference calls/video conferences with accuracy and timeliness and make and confirm all client appointments, lunch reservations and cancellations.
• Prepare and maintain attorney case lists, contact lists and scheduled communication.
• Type, proofread, redline, format, and edit various types of documents, including correspondence, pleadings, memoranda, agreements, and other legal documents under pressure and time sensitive deadlines; may occasionally assist with drafting of documents and carefully follow instructions.
• Professionally greet and receive office guests and clients. Become go-to person for clients to contact when they need to contact an attorney.
• Prepare and file pleadings, briefs, and other court submissions.
• Provide expert support using CM/ECF, NetDocs (document management system), Firm software and other programs.
• Enter and track attorney time; assist in preparation of invoices, cover letters and otherwise help with billing matters. Review email and phone records to accuracy capture time entries.
• Coordinate travel arrangements, expenses and reimbursements request .
• Maintain contacts using the Firm’s marketing CRM system.
• Daily recording, time keeping, and filing of documents.
• Maintain on a timely basis filing system by keeping paper and electronic files for professionals and clients; maintain email and electronic files utilizing Firm software.
• Create and disseminate memos, reports and agendas, as requested and as needed.
• Handle confidential agreements and other documents professionally and with care .
• Create and submit expense reports using Firm’s accounting system (Concur).
• Utilize software applications (Firm and practice-specific) to assist attorneys in developing work product as well as retention and organization of emails and attaching appropriate files and documents.
• Work as a team and in conjunction with colleagues and professionals in various practice area(s) and office(s)/Firm wide.
• Assist in preparation of presentations.
• Liaise with Document Services for document projects and with Litigation Support for production projects.

Required Education/Experience:

• Proven experience as an Executive Legal Assistant/Secretary or in similar administrative position.
• A minimum of 7 years of law firm experience or executive assistant experience.
• High school diploma required; bachelor’s degree preferred.
• Excellent written and verbal communication, organizational and time management skills and the ability to professionally interact with clients, staff, and other professionals.
• Ability to problem solve and anticipate issues/problems.
• Competence to organize and prioritize workload and to work in a fast-paced environment.
• Proficiency with MS Office, Work, Outlook, Excel, and other computer and word processing systems.
• Must possess knowledge of litigation and have meaningful experience with electronic court filing.
• Knowledge of practice specific rules, laws, court forms, and filing procedures.
• Prior use of a document management system (NetDocs preferred).
• Proven work ethic.
• Ability to work overtime as needed.

Why should you work at Buchanan Ingersoll & Rooney PC?

Our Firm offers an outstanding benefits package that includes:

• Hybrid work schedules
• Generous Paid Time Off
• Paid Holidays, including a floating holiday
• WorkWell wellness program, including free use of the Calm App
• Caregiving assistance with Bright Horizons (child, elder, and pet care!)
• Access to our Firm-wide emergency assistance fund
• Free full access to LinkedIn Learning
• Insurance – Medical, Dental, Vision
• 401K Program
• Retirement Savings Program

We are an Equal Opportunity Employer.

Pay: $70,000 – 90,000 annually

*Pay ranges are provided in compliance with S9427A, New York’s pay transparency law; actual pay may vary based on a variety of factors, including education, applicable experience, etc.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Equal employment opportunity, including veterans and individuals with disabilities.

PI266508012

Salary:

$70,000.00

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