Legal Executive Assistant - Litigation

DLA Piper•San Diego, CA

18d•Hybrid

About The Position

DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together. Summary The Legal Executive Assistant (LEA) - Litigation, working in collaboration with and supporting the firm’s strategic initiatives, supports lawyers by managing the daily functions of an attorney's practice, allowing them to concentrate on developing and sustaining their practice. As the Legal Executive Assistant - Litigation you will serve as an executive level assistant for the attorney, creating connections, delivering critical information, ensuring meetings and materials are accurate, and serving as a trusted business partner to help deliver against the priorities of the practice and clients. You will serve as a collaborative partner to Legal Administrative Assistants (LAA) and Legal Support Assistant (LSA) team members who provide support to the attorney’s legal team. This role requires both administrative competence and a thorough understanding of the procedures, relevant business context of tasks, terminology, and documents seen in an attorney’s practice. The Legal Executive Assistant plays a critical role in ensuring the smooth operation of the attorney’s practice area and representing the Firm in a professional and positive manner. Location This position is located in our San Diego office and offers a hybrid work schedule.

Requirements

The ability to communicate effectively in the native language of the region via e-mail or via voice is essential.
Takes initiative to enhance existing and learn additional skills.
Must demonstrate adaptability and discretion with a commitment to continual development.
Exhibits the utmost professionalism and discretion.
Privy to confidential information and sensitive legal matters, making it imperative that they oversee all communications and documents with care and integrity.
Has proven in-depth knowledge of processes, procedures, and types of documents to enable the highest level of administrative and legal support.
Possesses the ability to offer solutions and assists with requests and challenges.
Showcases effective communication and people skills to interact with lawyers, clients, business professionals and firm support teams.
Proven ability to convey complex information clearly and concisely, both in writing and verbally.
Be adept at listening and understand the needs and concerns of others.
Is a process-driven professional with excellent time management, and able to prioritize tasks and multitask efficiently in a fast-paced setting.
Pays attention to minute details and takes initiative on planning.
Works well under pressure and able to stay positive and productive.
Capable of working effectively in a demanding environment.
Shows the ability to request assistance from firm resources to ensure the accurate and timely completion and delivery of work product.
Expert experience with technology and Firm software is essential.
Should be adept at using research tools, case management software, accounting software, and possess proficiency in the Firm’s standard production applications including Word, PowerPoint, and Excel as well as the third-party programs.
Skilled in the ability to adapt to application upgrades and the use of AI-Powered Tools for document production, review, and case research.
Shows flexibility and willingness to learn new skills and adapt to evolving needs of the attorney’s practice.
Demonstrates proficiency in virtual firm collaboration tools such as Zoom and Teams to communicate with internal and external resources on behalf of the attorney’s practice.
High School Diploma or GED.
5 years of experience in an administrative role within a corporate or legal environment providing support to upper-level leadership.
Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
Provide timely, accurate, and quality work product.
Successfully meet deadlines, expectations, and perform work duties as required.
Foster positive work relationships.
Comply with all firm policies and practices.
Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
Ability to work under pressure and manage competing demands in a fast-paced environment.
Perform all other duties, tasks or projects as assigned.

Nice To Haves

Bachelor’s Degree in Legal Studies, Business Administration, or a related field.

Responsibilities

Provides support and management of the attorney’s projects ensuring deadlines are met and tasks are completed efficiently.
Consults with lawyers and administrative teams to ensure project milestones are adhered to.
Serves as a liaison between attorneys, clients, and other internal departments, handling inquiries and relaying messages accurately.
Utilizes independent judgment and the ability to make sound decisions when responding on behalf of the attorney.
Develops and maintains professional relationships to ensure teams work together efficiently and effectively.
Provides clear direction and constructive feedback on projects and assignments.
Builds trust, resolves conflicts, and collaborates effectively with people at all levels of the organization.
Delegates assignments as necessary to LSAs (Legal Support Assistants) and AskLegalSupport ensuring timely and accurate completion.
Monitors progress of assignments and communicates on behalf of the attorney with support teams to ensure successful project outcomes.
Delivers service feedback and makes improvement recommendations to firm management teams.
Collaborates as necessary with other LEAs or LAAs to complete more complex projects or provide administrative support for attorneys.
Provides mentorship and support to LSAs who assist with projects.
Provides feedback for the professional development of LSAs who assist the attorney’s team.
Delivers ongoing feedback and mentoring providing opportunities for continued improvement.
Drafts, proofreads, and finalizes legal documents, correspondence, and presentations on behalf of the attorney.
Reviews and ensures accuracy of final work product.
Provides feedback to internal support teams on completed work to improve outcomes for accurate and timely project delivery.
Oversees the maintenance and organization of electronic and paper filing systems within the firm’s DMS/repositories.
Ensures all work products are easily accessible and up to date.
Conducts research on behalf of the attorney and practice group.
Compiles information for case preparation and executive briefings.
Consults with internal support teams to ensure completion of presentations and other necessary materials.
Oversees meeting planning and coordinating with internal and external parties to ensure logistical and other critical details are in place.
Prepares meeting agenda and ensures presentations and other materials needed are accurately prepared and available.
Ensures the attorney and meeting attendees have support and requests initiated during the meeting are managed in a timely and accurate manner.
Oversees billing matters including all approval forms and collaboration correspondence, ensures prebills are processed by the appropriate team accurately and timely; serve as a proxy for attorneys to address questions or issues related to the billing process.
Ensures final bills are delivered in a timely manner and initiate follow-up at the attorney’s request.
Manages the attorney’s calendar, schedules meetings, resolves conflicts; and organizes complex travel itineraries.
Communicates potential conflicting priorities to the attorney and offers solutions.
Ensures the attorney’s expenses and time entry are assigned to AskLegalSupport and are processed correctly in a timely manner.