Legal Executive Assistant

Perkins Coie•Seattle, WA

1d•$73,170 - $108,720

About The Position

A successful candidate will provide high-level professional administrative and executive support to a busy Financial Transactions and Privacy partner who also chairs the firm’s Fintech and Blockchain industry groups. This person will actively manage a calendar, attend and take notes in meetings, monitor email, schedule travel, assist with marketing and project initiatives, and will need to manage details and deadlines with accuracy, timeliness, diplomacy, confidentiality, and tact. ESSENTIAL FUNCTIONS These essential functions are primary job duties that successful candidates must be able to perform unassisted or with some reasonable accommodation. Engage daily with partners to help manage extensive international and multiparty calendaring, ensuring that appropriate priorities are exercised, deadlines are met, and all travel and meeting arrangements are handled appropriately. This includes all airline, hotel, car, or reservations, etc. as well as preparation of necessary equipment (laptop, documents, etc.) and presentation materials. Responsible for prioritizing and managing multiple projects simultaneously. Read and analyze incoming emails, memos, submissions, and reports to determine their significance and coordinate appropriate action and/or distribution. Independently prepare and distribute documents and correspondence. Interact with clients on a daily basis by phone, email, and in person. Meet throughout each day with partner to discuss status of work and receive new assignments. Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for partner and clients as required. Process and route incoming mail, faxes, and electronic communications. Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed. Be responsible for financial and accounting tasks, including coordination of time entry, monthly invoices, editing pre-bills, incoming bills and receipts, resolution of client concerns related to billing, and preparation of expense reimbursements. Monitor and follow up on accounts receivable. Provide support using tools like Google Docs, Outlook, OneNote, PowerPoint, Excel, Word, and any other frequently used applications. Create, edit, revise, and/or proofread documents from handwritten, typed, and/or electronic copy. Work on special projects, including researching and gathering information for presentations on a variety of topics; for example, assembling client profiles, researching target markets, and preparing pitch materials for new business opportunities. Track and process partner’s professional corporation business expenses. Coordinate preliminary conflicts checks. Prepare new client/matter intake forms and engagement letters. Assume responsibility for and perform miscellaneous tasks and special projects as assigned, including creation and management of client alerts. Be present at work during regularly scheduled working hours and as needed in the job position, consistent with the firm’s attendance expectations. Ability to exercise discretion and maintain high level of confidentiality, which is absolutely essential to this role.

Requirements

Strong interpersonal and writing skills and the ability to manage multiple projects simultaneously.
Superb attention to detail and the ability to effectively prioritize and manage multiple deadlines.
Ability to communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups and with all levels of management and personnel.
Ability to act on own initiative, use good judgment, and work with little or no supervision.
Fluency in all Microsoft Office and Google Docs applications.
Bachelor’s degree and a minimum of five years of administrative experience, including three years of previous experience supporting “C-level” executives or equivalent required.

Nice To Haves

Experience in a law firm or other professional services environment preferred but not required.

Responsibilities

Engage daily with partners to help manage extensive international and multiparty calendaring, ensuring that appropriate priorities are exercised, deadlines are met, and all travel and meeting arrangements are handled appropriately.
Responsible for prioritizing and managing multiple projects simultaneously.
Read and analyze incoming emails, memos, submissions, and reports to determine their significance and coordinate appropriate action and/or distribution.
Independently prepare and distribute documents and correspondence.
Interact with clients on a daily basis by phone, email, and in person.
Meet throughout each day with partner to discuss status of work and receive new assignments.
Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for partner and clients as required.
Process and route incoming mail, faxes, and electronic communications.
Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed.
Be responsible for financial and accounting tasks, including coordination of time entry, monthly invoices, editing pre-bills, incoming bills and receipts, resolution of client concerns related to billing, and preparation of expense reimbursements.
Monitor and follow up on accounts receivable.
Provide support using tools like Google Docs, Outlook, OneNote, PowerPoint, Excel, Word, and any other frequently used applications.
Create, edit, revise, and/or proofread documents from handwritten, typed, and/or electronic copy.
Work on special projects, including researching and gathering information for presentations on a variety of topics; for example, assembling client profiles, researching target markets, and preparing pitch materials for new business opportunities.
Track and process partner’s professional corporation business expenses.
Coordinate preliminary conflicts checks.
Prepare new client/matter intake forms and engagement letters.
Assume responsibility for and perform miscellaneous tasks and special projects as assigned, including creation and management of client alerts.
Be present at work during regularly scheduled working hours and as needed in the job position, consistent with the firm’s attendance expectations.
Ability to exercise discretion and maintain high level of confidentiality, which is absolutely essential to this role.