Assistant

Simpson Thacher & Bartlett LLP•Washington, DC

19h•Onsite

About The Position

The Executive Assistant is responsible for providing executive level administrative support to attorneys of the firm by effectively managing day-to-day activities and the flow of information and maximizing their attorneys’ time and productivity.

Requirements

Ability to effectively present information verbally and in writing
Ability to type 50+ wpm; skilled typing ability and knowledge of personal computers, software, and related applications
Proficiency in Microsoft Word and Excel
Basic math skills: addition, subtraction, multiplication, division
Strong attention to detail
Must be able to work collaboratively in a team environment
Ability to use diplomacy and discretion in relaying information
Can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high-pressure environment
Minimum of 3 years of administrative experience in an office or professional services setting
High School diploma or GED equivalent

Nice To Haves

Basic knowledge of Microsoft PowerPoint

Responsibilities

Foster open and frequent communication with assigned attorneys and keep them informed of upcoming commitments and responsibilities; including assisting in meeting targets and deadlines
Manage daily coordination of attorneys’ Outlook calendars and use creative problem solving skills to solve challenging scheduling requirements.
Act as the gatekeeper for prioritizing conflicting needs
Answer multiple phone lines; screen and direct calls them as appropriate
Coordinate internal and external meetings, programs and events. Arrange proper logistics based on meeting requirements
Make arrangements for travel, transportation and accommodations via Internet and/or through the Firm’s travel department
Serve as first point of contact as it relates to managing attorneys’ schedule, travel arrangements, billing, document production (e.g. redlining, formatting, etc.) and other tasks
Assist attorneys with administrative tasks including preparing their diaries, processing Chrome River expenses, and keeping contact lists up to date
Prepare attorney diaries through Firm diary application (Intapp)
Organize and maintain key documents in the appropriate workspaces in the document management system
Utilize various office machines to transmit data, print, duplicate, fax and PDF
Create and maintain attorney files using alphanumeric systems
Coordinate with Conference Services when scheduling meetings for room reservations, food/beverages and audio/visual equipment needs
Prepare and process client bills, working closely with Billing department
Create, revise and proofread letters and various legal documents
Provide backup coverage for other assistants and receptionists
Perform other duties as assigned