The Administrative Assistant is responsible for supporting the Personal Representation (Trusts & Estates) team with all administrative support needs. These include but are not limited to: heavy scheduling/calendaring via Outlook, billing and expense reports, document production, organization and filing of estate planning documents, meeting planning (in person and hybrid), answering phones, monitoring email, coordination of business development activities, and travel arrangements.
Responsibilities:
- Manages day-to-day administrative needs of the Personal Rep Department team members using initiative and sound independent judgment. This involves direct communication with internal contacts as well as external clients.
- Manages all aspects of attorney travel including booking, transportation, lodging, and related activities.
- Works closely with the Business Development team regarding client engagements.
- Screens telephone calls, mail and visitors, maintaining electronic notes, inquiries, and status of communications.
- Prepares documents including the creation/editing of original legal documents, spreadsheets, presentations, letters, memos and other correspondence.
- Schedules complex work-related activities.
- Establishes and maintains files and records.
- Collaborates with the Firm’s Finance Department and clients on the management of billing matters and assists in the preparation of client billing, invoices and expense reports.
- Screens correspondence and maintains confidential files.
- Completes other tasks as assigned or needed, including special projects.
Required Skills:
- Bachelor’s degree preferred.
- Five to ten years of prior work experience as an administrative, personal or executive assistant supporting a high level or C-suite professional, preferably in a Personal Rep/Trusts & Estates team in the legal or professional services industry.
- Experience maintaining calendar including orchestrating all on-site/hybrid meetings and coordinating with all relevant stakeholders.
- Solid working knowledge of Microsoft Office (i.e., Word, Excel, Power Point) and Adobe Professional.
- Experience working with billing/invoicing databases and document management systems.
- Prioritizes tasks accurately and balances the demands of multiple concurrent tasks efficiently and effectively while maintaining a professional and courteous manner.
- Proactive, energetic and hardworking team player.
- Overtime and weekend work is sometimes required.
Salary:
$80,000 - $100,000. Paul, Weiss offers competitive compensation and benefits packages. The firm considers a number of factors when determining compensation, including, but not limited to, education, years of experience, levels of experience, competency levels and other relevant skills and qualifications.
Disclaimer Statement:
The preceding job description has been designed to indicate the general nature and level of the work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
Organization Paul, Weiss, Rifkind, Wharton & Garrison LLP
Work Locations 1285 Avenue of Americas, New York, NY 10019-6064
Job Posting Jun 18, 2024, 1:23:27 PM