Administrative Assistant - Floater

Davis Polk & Wardwell LLP (including its associated entities) is an elite global law firm with world-class practices across the board. Clients know they can rely on Davis Polk for their most challenging legal and business matters. From offices in the world's key financial centers and political capitals, our more than 1,000 lawyers collaborate seamlessly to deliver exceptional service, sophisticated advice and creative, practical solutions. Visit davispolk.com.

Position Summary

The Administrative Assistant - Floater provides high-level administrative, technical, and organizational support to attorneys and legal professionals across multiple practice groups. This role is designed for a highly adaptable professional who thrives in a fast-paced environment and can quickly transition between assignments to provide seamless coverage during vacations, leaves of absence, high-volume periods, and other staffing needs. The Floater is expected to rapidly learn new workflows, build effective working relationships, and deliver exceptional client service while maintaining the firm's high standards of quality and professionalism. 

Essential Duties and Responsibilities

      Typical responsibilities include, but are not limited to, the following:

• Manage attorney calendars, schedule meetings, and coordinate calls and appointments.

• Coordinate meeting logistics, conference rooms, catering, and video conferencing.

• Prepare document comparisons (blacklines), convert and manipulate PDF documents, and assemble closing or presentation materials.

• Process client billing requests and assist with billing-related administrative tasks in conjunction with billing coordinator.

• Assist with document management, filing, and maintaining electronic records using firm document management systems.

• Enter attorney time and reimbursable expenses.

• Open new matters and conflict checks.

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

• Answer and direct telephone calls, take messages and respond to routine inquiries professionally.

• Become proficient with multiple practice group workflows and provide support wherever business needs require.

• Quickly establish effective working relationships with attorneys, legal assistants, and business professionals across the firm while maintaining consistent service levels across changing assignments.

• Handle confidential firm and client information with discretion at all times.

• Perform other administrative duties as assigned.

Qualifications/Position Requirements

• Excellent verbal and written communication skills.

• Demonstrated ability to quickly learn new procedures and technology.

• Exceptional organizational and time management skills with the ability to prioritize competing demands.

• Ability to adapt to changing priorities with minimal direction.

• Strong customer service orientation.

• Professional demeanor and sound judgment.

• Strong attention to detail and commitment to accuracy.

• Ability to work independently while also functioning effectively as part of a collaborative team.

• Ability to establish rapport with attorneys and staff at all levels of the organization.

• Ability to remain calm and effective under pressure.

• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.

Education and/or Experience

• Associate Degree or higher

• 2 to 5 years’ experience as an administrative assistant

• Prior experience in a law firm strongly preferred

• Experience supporting multiple professionals or departments in a floater or shared-support capacity is a plus

Compensation

The expected base salary for this position ranges from $70,000 - $90,000. 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.