Administrative Assistant

Position Summary

The Administrative Assistant provides secretarial, technical, and organizational support to lawyers and managerial staff, as assigned. This is a dynamic position requiring professionalism, effective communication skills, and sound judgment, with a thorough understanding of the Firm’s policies. The Administrative Assistant is a valued member of the support team, contributing to the overall success of the practice and department.

Essential Duties and Responsibilities

• Manage an assignment desk.

• Serve as gatekeeper to attorney(s)’ practices.

• Interact with attorneys and legal teams.

• Liaise with clients.

• Maintain calendars, schedule appointments, and organize client and internal meetings.

• Draft, revise, and prepare correspondence, memoranda, and other legal documents.

• Coordinate travel arrangements and secure required documentation (e.g., visas).

• Enter attorney time and reimbursable expenses.

• Prepare client bills, track payments, and work in tandem with billing coordinators

• Assist with year-end activities and collections

• Develop knowledge of practice groups and their operations.

Qualifications/Position Requirements

• Excellent verbal and written communication skills.

• Strong organizational skills, able to prioritize tasks and manage multiple responsibilities.

• Capable of adapting work styles to varied situations and principals’ preferences.

• Proficiency in Microsoft Office Suite; strong technical skills required.

• High attention to detail with strong proofreading, data entry, and recordkeeping skills; ensure follow-through on tasks and deadlines.

• Professionalism and discretion in handling sensitive information; represent the Firm positively and respectfully.

• Proactive problem-solver with initiative; anticipate needs and resolve issues resourcefully.

• High standards of work ethic and personal integrity.

• Dependable, responsive, and disciplined, inspiring confidence and credibility.

• Collaborative team player; work effectively with internal departments and clients to foster a positive and cohesive work environment.

• Contribute value to the practice floor support team and department.

• Maintain awareness of industry trends.

• Actively contributes with team-related activities and other knowledge-sharing activities including mentoring to ensure first-class service while away or out of office.

Education and/or Experience

• Associate Degree or higher

• 1 to 5 years’ experience as an administrative assistant or paralegal

Compensation

The expected base salary for this position ranges from $70,000 - $125,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.