Legal Executive Assistant

Ropes & Gray•New York, NY

1d•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 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 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.
Ensures related documents and emails are stored in the appropriate iManage Workspaces.
Organizes and maintains 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.
Maintains a professional relationship with other legal counsel, agencies and professionals.
Efficiently reconciles and processes expenses.
Reviews inbox, diary entries, calendar and other items to classify business and personal expenses.
Reviews Chrome River and American Express Card to allocate expense items.
Obtains receipts from lawyer or other means if available.
Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary.
Actively manages timekeepers’ diaries.
Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge.
Edits and reviews entries to ensure conformity to best practices.
Proactively manages lawyers to ensure entries meet submission deadlines.
Obtains subject matter expert level knowledge of the billing process.
Proactively communicates and collaborates with assigned billing coordinators.
Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client.
Assists in meeting targets and year-end deadlines.
Proficiency in Excel for data tracking and reporting, supporting 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.