Legal Administrative Assistant

Position Summary

We have an exciting opportunity to join our team as a Legal Administrative Assistant.

In this role, the successful candidate is responsible for providing clerical and administrative support to various attorneys within the Office of General Counsel and has primary responsibility for supporting attorneys dedicated to research, intellectual property, procurement and IT contracts, and real estate.

• Assists with the preparation of a variety of materials, legal documents, and forms (e.g., memoranda, letters, contracts, power point presentations, proposals, templates, and affidavits); formats, edits and updates documents as needed; proofreads materials for clarity, typographical errors, and grammar.
• Maintains a pro‑active and problem‑solving approach to assignment requests.
• Coordinates and provides help in maintaining, reporting, and tracking of attorneys matters, such as outside counsel billing and assignments in legal system applications, and provides support when issues arise.
• Prioritizes assignments with efficiency; completes tasks in timely manner; maintains general knowledge of attorneys respective practice areas and responsibilities to internal clients.
• Responds to mail, telephone, and in‑person inquiries from attorneys (e.g., provides information on NYU Langone Health policies and procedure, and status of projects).
• Follows‑up diligently to inquiries and assignments (e.g. drafts requested correspondence; mails requested materials); expedites resolution of problems.
• Maintains and prioritizes appointment calendar for assigned attorneys in the department and assists with the scheduling of internal and external meetings both via in person or by digital video conference (e.g., reserves conference rooms, maintains record of attendee responses, arranges digital video meetings, and prepares documents for meetings as required).
• Assists with assembling educational/research materials and legal document production (including binders, exhibits, litigation backs, and affidavits of service).
• Revises and updates standard templates as needed; composes correspondence and memoranda in connection with existing client matters and administrative responsibilities.
• Assists attorneys with matter management.
• Prepares check requests and charge back memos; monitors, reviews, and processes invoices; submits receipts for reimbursement or purchase verification; maintains and updates information regarding vendors, charge back parties, account numbers, and classifications.
• Coordinates with internal IT department with respect to any NYULH issued device or application issues that face the attorneys they support and department operations, and works with IT, at times urgently, to help resolve these issues (e.g., digital conference meeting stall during meeting, attorney unable to access an application).
• Provides administrative back‑up coverage for the Administrative team of OGC when necessary to comply with the department’s business continuity plans.
• Performs other special assignments as requested by the Senior Manager of Business & Legal System Operations and Project Supervisor.
• Performs other duties as assigned.

• Uses reference materials to perform basic legal research using a variety of resources both publicly available and through department subscription‑based platforms and applications.
• Pro‑actively maintains and manages attorneys legal files, filing system, and databases, including document repository and management of matters.
• Composes correspondence and memoranda in connection with existing client matters and administrative responsibilities.
• Maintains positive and professional relationships with NYU Langone Health personnel to facilitate cooperation in carrying out responsibilities.

• Associate’s degree or equivalent higher education.
• Prior legal office experience preferred.
• Working knowledge of MS Office:
  Access, Excel, Word.
• Excellent written, oral, organizational and communication skills.
• Ability to multitask.

• Notary Certification.
• Previous experience in Document Management Systems (iManage preferred), in billing and…