New York - Practice Coordinator (Bilingual Executive Assistant)

ABOUT US

At Winston Taylor, we set the standard, together.

Winston Taylor is a transatlantic law firm built for the businesses, people, and markets driving capital and innovation. Here, you're in the room. In the action. Sleeves rolled up. You'll work with leading clients. Disruptors. Fast-growth companies. And help them to stay one step ahead of the moment and make critical decisions that shape their future. We're present in the U.S., U.K., Europe, Latin America, and the Middle East, combining the scale and speed that clients demand. You'll be trusted with real responsibility from the outset and build experience through hands-on work. We take your progression personally. We provide the platform. You shape the work around your goals and aspirations. Step into the moments that matter. Join Winston Taylor.

POSITION SUMMARY

The Practice Coordinator (Bilingual Executive Assistant) role supports partners with the most important aspects of their client relationships, practice responsibilities, and firm leadership roles. A key expectation of this position is the ability to develop a comprehensive understanding of the operational and logistical needs of the partners, their clients, and the legal teams supporting client work.

This position demands a high level of professionalism, sound judgment, acute attention to detail, discretion, and the ability to manage fluctuating demands under accelerated and often changing deadlines. Practice Coordinators must have the ability to develop and maintain effective working relationships, remain composed and focused under pressure, and communicate clearly and professionally with everyone. The Practice Coordinator (Bilingual Executive Assistant) will collaborate with departments across the firm and will have support for administrative tasks including functions centralized in the firm's Resource Center. Overtime and flexibility in schedule is required from time to time.

DUTIES AND RESPONSIBILITIES

• Heavy calendar management and international and domestic travel schedule coordination; provide summaries and reports as needed as well as clear and timely communication to all those impacted by changing schedules.
• Coordinate and plan meetings and events, working closely with firm concierge resources, clients and outside venues as needed on logistics and execution.
• Interact and follow-up with clients, outside counsel and others, as needed.
• Arrange travel through the firm's travel company.
• Process and track expense reimbursements and vendor invoices.
• Enter attorney billable time.
• Maintain and update contact lists, create labels and coordinate mailings as directed.
• Assist attorneys with firm related responsibilities and leadership roles.
• Assist attorneys in preparing for client meetings, deal closings, hearings, trials, depositions, and other client related project support.
• Create, format and revise documents, correspondence, and other materials using firm software.
• Collect and submit information needed to open new matters and run conflicts; draft engagement letters; communicate client specific requirements regarding billing and matter management.
• Prepare Audit Letter Requests (ALQ) and draft audit responses to client's auditor.
• Review and edit pre-bills for submission to billing department and research/identify outstanding invoices and payments, when needed.
• Track work in progress and account receivables.
• Coordinate with Biller to finalize bills.

BASIC QUALIFICATIONS

• High School Diploma or GED Equivalent required. Bachelor's degree or equivalent work experience preferred.
• 2+ years of administrative support experience at an executive level required. Law firm or professional service organization preferred.
• Bilingual (English and Spanish) required.
• Must live within a commutable distance to the firm office with ability to come into the office 4 days per week.

COMPETENCIES

Knowledge, Skills and Abilities:

• Computer proficient with working knowledge of MS Office required (Word, Excel, PowerPoint), Outlook, Adobe software, and virtual meeting software (i.e., MS Teams).
• Strong document formatting and data entry skills required.
• Excellent organizational skills include calendar management, 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 require an aptitude for detail and to perform essential administrative functions and utilize firm software.
• Strong time management skills and ability to 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.
• Ability to maintain strict confidentiality with respect to external client and internal firm matters.
• Ability to learn and embrace new skills and best practices as the position evolves and the firm needs change.
• 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, staff, clients, court personnel, and vendors.
• Ability to act and communicate in a solution-oriented manner; excellent problem solving and collaboration skills.
• Ability to develop relationships and foster teamwork at all levels of the firm.
• Flexibility to work extended hours as needed, often with minimal notice.