Administrative Assistant

Chapman and Cutler LLP is seeking to hire an Administrative Assistant to join our New York office. The Administrative Assistant will work with other administrative and legal professionals in a collegial environment, performing a variety of clerical duties for attorneys and assisting with projects as directed by the Administrative Assistant Supervisor, Chief Support Services Officer and supervising attorneys. The position requires an in-office presence but includes flexibility for some remote work.

The responsibilities of the Administrative Assistant will include:

• Reports to the office in a reliable and punctual manner.
• Works as part of a team to meet the clerical, administrative, and word processing requirements of the Firm.
• Provides direct administrative/clerical and word processing support including, but not limited to, time keeping, processing billing memos, expense reports, scheduling, scanning, document editing, blacklining, collating, preparing packages/labels/envelopes for mailing.
• Is familiar with standard computer applications such as Microsoft Word, Excel and PowerPoint, Adobe Acrobat and comparison software.
• Works one-on-one with attorneys, paraprofessionals and administrative assistants for projects that require special or specific instruction.
• Works independently on tasks as directed, and exhibits an understanding of how individual tasks affect other long-term projects and the department functioning as a whole.
• Displays competency while learning new tasks and ability to ask thoughtful questions to complete assignments.
• Creates and maintains all client and general files.
• Handles incoming and outgoing mail as necessary.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship; follows practice group guidelines for protecting client information.
• Makes appointments for attorney(s) and updates attorney calendar(s) using Firm software regarding meetings, conference calls, in-house meetings, travel, etc.
• Makes necessary travel arrangements; completes expense reports in a timely manner.
• Understands and properly utilizes, the Firm's reference materials, including training materials and internal online information.
• Respects the Firm's policies and procedures.
• Attends scheduled training sessions and utilizes information in daily work production.
• Proofreads material for grammatical, typographical or spelling errors.
• Is well organized, resourceful, motivated and has the ability to adjust to rapidly changing priorities.
• Communicates and follows instructions effectively from a diverse group of clients, attorneys, paraprofessionals and staff and provides information in person or by phone with courtesy and tact.
• Develops familiarity with Chapman and Cutler standard formatting and document production procedures.
• Is proactive in establishing helpful working relationships with coworkers; shows initiative in seeking additional tasks to maintain steady workload.
• Assists in any other area of the Firm and performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• At least five (5) years of experience in a professional environment
• Prior law firm experience is preferred
• Excellent typing, spelling, grammar and punctuation skills
• Ability to use handbooks and other reference materials
• Teamwork oriented
• High degree of organization
• Computer knowledge, Mac OS preferred; proficiency with Microsoft Office
• Ability to work collaboratively and to organize, prioritize and complete numerous tasks
• College degree preferred

• Committed to following all Firm security protocols and maintaining information security

In accordance with the New York Pay Transparency Law, the expected salary range for this New York position is $84,000-$92,000. The benefits overview for this position is available for review at the below link.

Benefits Overview

Please submit a cover letter and resume. All applicants will be considered; however, the hiring decision will be made based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.