Katten Muchin Rosenman LLP
Legal Executive Assistant (Legal)
Katten is a firm of first choice for clients seeking sophisticated, high-value legal services in the United States and abroad. Our nationally recognized practices include corporate, financial services, litigation, real estate, environmental, commercial finance, insolvency and restructuring, intellectual property, and trusts and estates. Our more than 650 attorneys serve public and private companies, including a third of the Fortune 100, as well as a number of government and nonprofit organizations and individuals. We provide full-service legal advice from locations across the United States and in London and Shanghai.
LEGAL EXECUTIVE ASSISTANT - COMMERCIAL FINANCE
The Legal Executive Assistant is responsible for providing administrative support and secretarial assistance to assigned attorneys/legal personnel pertaining to all aspects of commercial finance. This is a transactional assignment involving multi-tasking complex document production with heavy administrative functions and client contact requiring high degree of executive secretarial and technical skills. This position typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested. Maintains professionalism and strict confidentiality in all client and Firm matters. Duties to include but not limited to the following:
MAJOR RESPONSIBILITIES:
Generate, prepare, and organize documentation and forms requisite to the commercial finance practice area, such as term sheets, credit agreements, business certificates, exhibits, opinion letters, standard form loan documents, etc. In addition, perform duties/tasks associated with commercial finance transactional closings.
Create, edit, and compile large, complex, heavily formatted documents as well as prepare correspondence, memoranda and other legal documents from draft or dictated text utilizing MS Word software. Proofread all documents for accuracy and completeness. Compose correspondence when appropriate.
Manage and maintain calendar (utilizing calendar software, if applicable) and assist in meeting deadlines. Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
Input attorney/legal personnel's time utilizing the Firm's time entry software on a daily basis.
Update attorney/legal personnel's contacts in InterAction, Outlook, or document contact lists.
Open new client matters and request conflict of interest checks. Generate new files and maintain client, chron, and general files assuring that filing is kept current. Prepare files to be closed utilizing proper records storage procedures. Conduct periodic review of inactive files for possible storage of files.
Maintain up-to-date listing of client/matter names and numbers for each attorney/legal personnel.
Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
As directed, convert documents into .pdf format.
On a monthly basis, if applicable, prepare expense reports for each attorney/legal personnel. Submit to accounting for processing.
NECESSARY QUALIFICATIONS:
High school diploma or equivalent and five or more years progressive legal secretarial experience; or equivalent combination of education and experience. Prior experience in the Commercial Finance practice area of law desired.
Computer proficient with experience and working knowledge of MS Word required. Ability to work with complex, heavily formatted documents and produce documents from transcription. Working knowledge of Outlook, Excel, HotDocs, LegalKEY, Adobe Reader, and PowerPoint preferred. Keyboarding skills of 65 wpm preferred.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Analytical and technical skills requiring an aptitude for detail, precision, and logic in order to perform essential administrative/clerical functions and utilize Firm software.
Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills. Ability to work with frequent interruptions and adapt to changes in workflow.
Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position's responsibilities.
Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion.
Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
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We offer an outstanding benefit package which includes: medical/dental, 401k with employer contribution; transportation fringe benefit program; back-up care option; generous paid time off policy; and long-term and short-term disability policies.
Katten Muchin Rosenman LLP is an Equal Opportunity Employer/AA-M/F/SO/Disability/Veteran.
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