Client Services Executive

Overview

The Client Services position at Withers is responsible for increasing attorney effectiveness by providing administrative support, information and information management, and representing the attorney to clients and others.

This role is resident in the New York office and is assigned to the Dispute Resolution division but may support fee earners in other divisions.

Type:
Permanent – Full Time

Location:

New York

Job Role:

Secretary

Annual compensation ranging from $100,000 to $120,000 per year.

This is a hybrid role and expected to be in the office 3 days a week.

• Responsible for document formatting, inputting, and editing; document transcription; preparation of data and graphics in documents; retrieving and copying documents from internal software systems; coordinating case preparation.
• Transmits information to courts and third parties by electronic filing, preparing submission in accordance with governing rules, creating proofs of service, drafting correspondence, completing courtesy copies, and strict adherence to deadlines.
• Conserves attorneys’ time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences and attorney meetings; scheduling couriers, and other special functions; coordinating preparation of charts, graphs, and other visuals; preparing expense reports. Circulates information and documents in a time sensitive manner.
• Maintains attorneys' calendars by planning and scheduling conferences, teleconferences, depositions and travel both internationally and domestically.
• Provides historical reference by developing and utilizing the filing and retrieval systems.
• Maintains electronic filing system (File Site/iManage) and hard copies for record keeping when necessary.
• Arranges conference rooms and any needed IT support and systems (e.g. video conferences).
• Represents attorneys by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
• Coordinates billing on a monthly basis including inputting attorney billable and non‑billable time, preparing and editing draft bills and final invoices and distribution to clients. Tracking of paid and outstanding invoices.
• Prepares Chrome River reimbursement and credit card expenditure reports to accounting for assigned fee earners.
• Supports the New Client Intake process which includes the conflicts check, matter details and Engagement Letter preparation.
• Maintains client confidences by keeping client/attorney information confidential.
• Assists with providing coverage to other attorneys as well as Reception when requested by the Office Manager.
• Previous experience in preparing pleadings, briefs (including tables of authorities), declarations, exhibits and other litigation documents, as well as electronic filing documents with Federal and New York courts.
• Updates job knowledge by participating in educational and training opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Performs other job‑related duties as assigned.

• 4+ years as a secretary or administrative professional, preferably in a law firm though experience in other professional service industries (engineering firms, accounting firms, architectural firms, etc.) will be considered.
• 4+ years of legal industry experience, preferably within a midsized or large law firm’s litigation practice group.
• Bachelor’s Degree strongly preferred.
• Previous experience supporting at least one partner/high level manager in a legal or professional services environment.
• Must possess strong technical skills, such as typing, and have a good working knowledge of Microsoft Word, Excel, Outlook, PowerPoint 2003 and 2010 as well as programs such as File Site/iManage and Elite.
• Operates office equipment such as photocopy machine and scanner to produce copies and scanning when needed.
• Solid command of the English language including excellent spelling, grammar,…