Administrative Assistant

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. 

The Administrative Assistant provides various levels of support to the local office, from routine hospitality and facilities tasks to production of legal documents. Further they partner with numerous departments to ensure smooth operation of the office. Tasks vary from the processing of vendor invoices, ordering supplies and preparation of monthly Concur reports. The other primary area of focus for the Administrative Assistant is assisting the Legal Assistants in providing a full range of support to the attorneys such as conflict and engagement management, expense report preparation and preparation/revision of documents.

The successful candidate is a highly motivated, organized, detail-oriented collaborator with the ability to simultaneously work on different tasks.

Essential Functions

• Under the supervision of the Office Administrator, engage in the support of the attorneys. Duties may include the following:
  • Process invoices and monthly expense reports in Concur.
  • Run conflict checks and open new client engagements as requested.
  • Create engagement letters.
  • Assist in the preparation/revision of correspondence, pleadings, and other documents such as PowerPoint presentations.
  • Assist with scheduling, as requested. Close matters as instructed.
  • Upload documents and emails to Netdocs document management system.
  • Book and organize travel arrangements through the firm’s travel agency, Lawyers Travel.
  • Proofread documents.
  • Other clerical assignments as directed.
• Perform routine hospitality and facilities tasks, including the following:
  • Prepare mail and all US/FedEx/UPS packages, sorting and distributing incoming mail.
  • Assist with all aspects of document reproduction and processing: copying, scanning, date stamping and preparing binders.
  • Troubleshoot and perform minor repairs of office equipment (e.g., clear paper jams, change toner/ink cartridge).
  • Schedule service calls as needed.
  • Prepare conference rooms for meetings, set up and clean up, including technology setup for Zoom/Teams meetings.
  • Coordinate new hire or departing personnel office setup and cleanup, including setting up technology equipment.
  • Clean kitchen and related equipment on a regular basis, including filling, running, and emptying the dishwasher.
  • Conduct daily walk through of office space to notice any blown light bulbs, repairs needed or general cleaning issues; report these to building liaison.
  • Organize and clean file workroom.
• Keep inventory and order office and lounge supplies as requested and restock as needed.
• Function as liaison with both internal departments and outside agencies.
• Provide assistance to the Office Administrator as needed and other administrative assistance as appropriate and requested.

Qualifications/Skills Required

• Two-five years’ experience in professional services environment desired.
• Strong verbal and written communication skills.
• Ability to multi-task, and timely respond to deadlines as well as balance workload.
• Possess working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Basic working knowledge of computer hardware and software.
• Strong people skills and ability to work well in cooperative office environment and communicate with attorneys and support staff on every level.
• Prior law firm experience is preferred.
• Must be able to lift 25 - 70 pounds properly.  (Position requires some lifting and moving of various office equipment.  Ability to retrieve and distribute files or boxes, written documents or office supplies weighing up to 25 pounds and ability to retrieve and replace objects to/from shelves of up to 8 feet high.)
• Good listening skills to determine what is needed for the customer.

Educational Requirements

• High school diploma or equivalent required.
• 4-year college degree preferred.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.