Legal Executive Assistant

Ropes & Gray • Boston, MA

43d • Hybrid

About The Position

Why become a Legal Executive Assistant (LEA) at Ropes & Gray? Because with great responsibility comes great opportunity. An LEA works alongside industry-leading lawyers to serve as a lawyer's right hand and joins the practice as an integral member of the group. An LEA plays a vital role in managing day-to-day activities by managing the flow of information while screening, organizing and prioritizing requests from both internal and external clients. Being an LEA at Ropes & Gray is a challenging and rewarding career ideal for a self-starter with high energy who can work independently and identify creative solutions to complex business problems. Supports and demonstrates fluency in the Firm's Trusted Advisor and Proactive Assistance programs. Demonstrates a professional demeanor in appearance and behavior. Maintains strict confidentiality in all interactions. Possesses exceptional verbal and written communication skills adhering to proper business writing standards while demonstrating a keen eye for detail in informal and formal communications. Works effectively with other departments, seeking solutions to business problems and demonstrates a solid ability to communicate with all levels of the organization. Possesses strong interpersonal skills, maintains a positive and professional attitude at all times (i.e. an openness to constructive feedback and a flexibility to adjust behavior or performance as needed) and demonstrates an intellectual curiosity and continuous drive to improve service.

Requirements

• College degree or equivalent.
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
• Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff and clients.
• Expert written and verbal communication skills.
• Proactive approach to problem-solving and strong decision-making capability.

Responsibilities

• Composes, edits and proofreads correspondence, presentations and other documents while demonstrating exceptional technological/document production skills for our Lateral Recruiting department.
• Ensures related documents and emails are stored in iManage Workspaces.
• Organize and maintain paper and electronic files in accordance with Firm records retention policies, as needed.
• Demonstrates an exceptional understanding of Microsoft Outlook while utilizing creative problem solving to solve challenging scheduling requirements. Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones.
• Proactively coordinates internal/external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate), requiring meticulous attention to scheduling logistics and details.
• Applies best practices when arranging travel, utilizing agent assist and on-line tools appropriately and maintains up-to-date travel preferences (frequent flyers, Known Traveler Number, passport, etc.).
• Provides superior client service with internal and external clients displaying a proactive, "can do" attitude when meeting with clients via zoom, by telephone and/or in person.
• Acts as the gatekeeper prioritizing conflicting needs. Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion.
• Anticipates Lateral Recruiting department needs and shepherds work forward with limited direction and can suggest new processes/procedures to expedite projects and day-to-day workflow.
• Maintains a professional relationship with other legal counsel, agencies and professionals.
• Works closely with the Lateral Recruiting team with effective communication and tight workmanship.
• Proficiency in Excel for data tracking and reporting, supporting recruitment and operational processes with accurate and timely information.
• Fosters open and frequent communication with teammates to ensure smooth and expeditious support.
• Maintains collaborative and respectful relationships with teammates, managers, and firmwide colleagues, in line with the firm's core values and one-firm approach.
• Actively contributes to secretarial huddles and other team related activities.
• Participates in focus groups, lunch and learns, and other knowledge sharing activities including the mentor program, when necessary.
• Maintains subject matter level expertise in the Firm's core applications and understands and adheres to best practices.
• Performs other work-related duties as assigned.

Benefits

• Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Professional, Scientific, and Technical Services
• Number of Employees: 1,001-5,000 employees