Client Services Executive

Summary

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. Annual compensation commensurate with experience and ranging from $100,000 - $120,000 per year. This is deemed hybrid and expected to be in the office 3 days a week.

The Role

• 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• Provides historical reference by developing and utilizing the filing and retrieval systems.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 (FileSite/iManage) and hard copies for record keeping when necessary.
• Arranges conference rooms and any needed IT support and systems (e.g. videoconferences).
• 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.

Key Skills and Experience 

• 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 FileSite/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, punctuation, form and style. Ability to compose correspondence needed.
• Strong communication skills: the ability to express self effectively, both orally and in writing.
• Knowledge of library operations and records storage procedures for retrieving materials and files.
• Ability to prioritize and multitask effectively.  Must be proactive in planning of work and fee earner needs.
• Previous experience with document management systems and electronic organizational filing methods preferred.
• Familiarity with legal terminology pertinent to the areas of assignment.
• Ability to work both as a team as well as independently.
• NY Notary highly desired.

• This role is hybrid and must be in the office 3 days week. 

   

About Withers 

A law firm focused on people, performance, and collaboration.

For the past 125 years, we have supported some of the world’s most remarkable people and organizations at defining moments in their lives.

As the global private client firm, we are trusted advisors to families, founders, fiduciaries and businesses – and more than this, to governments, charities and financial institutions.

We structure, grow and preserve capital. We protect reputations and relationships, ideas and innovations. We secure our clients’ legacies across generations.

We are united in our commitment to integrity, quality and collaboration. We have a culture of high performance and deliver excellent service consistently across the firm. We provide tailored solutions built on trust and partner with our clients to achieve their goals.

Many of our clients are shaping the future, and creating solutions to tackle many of the world’s problems. It makes for a fascinating and challenging practice.

Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, buying a home or protecting and defending their interests.
To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. And we are agile – focusing on strategy rather than rigid ideas and traditional hierarchy.

We are delighted that we have been awarded Mansfield Certification Plus in relation to our recruitment and leadership progression efforts in the US and UK. This certification is an encouraging milestone as we continue to champion diversity within our organization and in the wider legal sector.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

For more information on Withers, please visit the following links: General Career Site, LinkedIn, About Us 

Equal opportunities employment statement 

The firm is an Equal Employment Opportunity employer.  Equal employment opportunity has been and will continue to be a fundamental principle at the firm. Employment at the firm is based upon personal capabilities and qualifications without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law.  The firm prohibits and will not tolerate any discrimination or harassment on the basis of any of these classifications or characteristics.

If you are interested in applying for employment and need special assistance or an accommodation to use our website to apply for a position, please contact the firm at 203 789 1320 or email us.recruiting@withersworldwide.com with your request.  Determinations on requests for reasonable accommodation are made on a case-by-case basis.