Administrative Assistant at Katten in New York, New York

Job Description:

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Administrative Assistant

Under the general direction of Director of Office Administration – New York, assigned attorney(s), other legal personnel, and according to established firm policies and procedures, the Administrative Assistant is responsible for providing specialized administrative support and assistance to assigned attorneys pertaining to all aspects of Insolvency and Restructuring. Assignment requires a NYC savvy, client focused individual that is comfortable with a fast-paced partner, while maintaining professionalism and strict confidentiality in all client and firm matters.

This Administrative Assistant plays a pivotal role in providing comprehensive administrative and personal support to the Co-Chair of the firm’s Insolvency & Restructuring department including, but not limited to, managing their schedule, coordinating events, handling personal errands and facilitating e-mail and text communications. The Administrative Assistant ensures seamless operations while working with other members of their support team enabling the Co-Chair to focus on strategic and client-focused initiatives.

Essential Duties and Responsibilities include, but may not be limited to, the following.  Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Create, organize, and maintain various lists and databases with a keen eye for detail and accuracy.


• Manage detailed lists, schedules, budgets, and perform data analysis utilizing Microsoft Excel and other relevant technology.


• Assist with the management and expansion of professional networks, maintaining contacts, and leveraging relationships for business or personal tasks including gifting, reservations, events, etc.


• Responsible for visiting client locations arranging for deliveries and transport on behalf of assigned attorneys. Demonstrate extensive knowledge of New York City, showcasing the ability to navigate the city and surrounding areas efficiently and quickly. Recommend local venues, services, and event spaces based on attorney or client needs.


• Support attorneys and other legal staff during client events that includes coordinating on-site assistance and post-event follow-up.


• Utilize creativity and thoughtfulness in selecting and arranging client gifts, ensuring they are appropriate, timely, and of high quality.


• Work with events team members to assist in management of relationships with vendors in areas of sourcing and negotiation while maintaining quality standards.


• Schedule appointments and meetings, arrange for conference rooms and communicate information to all respective parties. Utilize advanced calendaring skills to manage complex schedules, appointments, and commitments with precision.


• Manage extremely busy travel schedule and address changes on a timely basis. Coordinate lodging accommodations, air and ground transportation, and itinerary creation and management. Organize and process expenses through firm reimbursement system.


• Use discretion and confidentiality in handling sensitive information with professional and personal matters.


• Answer, screen, and process incoming phone calls. Note and transmit phone messages. Set up conference calls/meetings (both audio and virtual/video). Provide information to callers when appropriate.


• Greet clients and visitors in a manner that promotes the professional image and best interests of the firm. Maintain excellent public relations with clients.


• Maintain knowledge of firm operating procedures, departments, and support areas.


• Perform other administrative duties as requested or assigned.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Knowledge, Skills, and Abilities

• High school diploma or equivalent and three or more years personal/executive assistance experience; or equivalent combination of education and experience.


• Strong communication skills, able to liaise effectively between various parties, from peers at the firm to clients, service providers and to other professional.


• 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 with a positive attitude and sense of urgency.


• 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.


• Proactive with excellent troubleshooting, problem resolution, and follow-through skills to oversee and complete assignments/tasks.


• Analytical and technical skills requiring an aptitude for detail, precision, and logic to perform essential administrative/clerical functions and utilize Firm software.


• 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.


• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.


• Computer proficient with experience and working knowledge of MS Word required. Working knowledge of Outlook, Excel, Records Management Software (i.e., IRM, LegalKey), Adobe Acrobat, and PowerPoint preferred.


• 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.


• Ability to operate standard office equipment, including computer, telephone, laser printer, photocopier, scanner, calculator, etc.


• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.


• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 20 pounds.


• Local travel to and from client locations, etc. is required.


• Work occasionally requires more than 35 hours per week to perform the essential duties of the position.

The annualized salary range for this position is $55,000 to $88,000.  Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 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.

See Job Description