Executive Assistant

Manning Gross & Massenburg LLP • Boston, MA

5h • Hybrid

About The Position

MG+M The Law Firm (“MG+M”) is seeking an Executive Assistant to join our Boston office. The Executive Assistant provides executive-level support to one of the Firm’s senior partners.

MG+M is a nationally recognized litigation law firm concentrating on complex civil matters. The firm's expertise is diverse but focused in the areas of toxic tort, complex product liability, local government, general liability, and commercial litigation. We approach litigation as a unified team, integrating our efforts with those of our clients to advance their interests wherever they do business. Our goal is always to deliver optimal results at the best possible value. The firm’s inclusive culture honors, celebrates, and promotes diversity and we offer a number of initiatives to support and encourage our diversity, equity, and inclusion objectives.

Requirements

• Possesses exceptional verbal and written communication skills. Demonstrates a keen eye for detail in informal and formal communications.
• Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Must be able to function effectively in a fast-paced environment, organize and prioritize work, meet tight deadlines, and react quickly and efficiently to incoming communications.
• Maintains a positive and professional attitude at all times. Works effectively with other departments, seeking solutions to business problems.
• Demonstrates a professional demeanor in appearance and behavior. Maintains strict confidentiality in all interactions. Possesses strong interpersonal skills. Demonstrates a solid ability to communicate with all levels of the organization.
• Proactive approach to problem-solving and strong decision-making capability.
• Demonstrates an openness to constructive feedback and a flexibility to adjust behavior or performance as needed.
• Bachelor’s degree preferred.
• Must have a minimum of three to five years of administrative experience supporting executive-level leaders and managing complex calendars.
• Must be proficient in Microsoft, PowerPoint, Word, Excel and other office software.

Nice To Haves

• Prior law firm experience is a plus.

Responsibilities

• Manage personal and professional calendars, including the planning and timely notification of meetings and appointments; proactively coordinate internal/external meetings with limited direction. Arrange proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate).
• Provide superior client service with internal and external clients displaying a proactive, "can do" attitude when meeting individuals, answering telephone calls, responding to inquiries, and acting on behalf of the firm’s attorneys.
• Efficiently reconcile and process pre-bills and expenses. Review diary entries, calendar and other items to classify business and personal expenses. Submit time entry on a daily/weekly basis.
• Compose, edit and proofread correspondence, presentations and other documents while demonstrating exceptional technological/document production skills.
• Transcribe handwritten documents, correspondence, and papers. Search for and print high volumes of requested documents and emails. Provide dictation over the phone as needed.
• Facilitate meetings through Zoom and Microsoft Teams. Provide technological assistance via Splashtop Application to place attorney on virtual meetings.
• Apply best practices when arranging domestic and international travel. Monitor attorney’s travel to ensure smooth arrival and departure. Make hotel arrangements and schedule car services as needed.
• Develop a strong understanding of attorney’s practice and clients. Maintain a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney.
• Handle matters confidentially, proactively and independently and follow through on tasks until successful completion. Suggest new processes/procedures to expedite projects and day-to-day workflow.
• Keep attorney well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrate intimate knowledge of attorney’s work habits and preferences. Anticipate needs and handle assignments with limited direction.
• Perform other assigned duties as needed.

Benefits

• We offer a hybrid work environment, competitive compensation and a comprehensive benefits package including medical, dental, vision, life, disability, and 401(k).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level