Executive Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent.
• At least five years of experience in an office environment, or an equivalent combination of education and experience.
• Flexibility and willingness to perform a wide range of tasks beyond routine expectations.
• High level of professionalism.
• Knowledge of relevant Firm computer software, such as Word, Outlook, Excel, and PowerPoint, and ability to learn new software and operating systems.
• Effective interpersonal and communication skills, both verbally and in writing.
• Close attention to detail.
• Ability to manage multiple projects and assignments with shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to synthesize information to prioritize and organize tasks.
• Ability to work effectively in a demanding, fast-paced environment, independently and as part of a team.
• Flexibility to adjust hours and work as necessary to meet operating and business needs.

Responsibilities

• Manage complex, time-sensitive assignments, including domestic and international travel arrangements, visa requirements, and attorney calendars; proactively identify conflicts and scheduling requests.
• Access attorney email accounts when authorized, process incoming messages, organize folders, prioritize action items, and file materials in retention folders and the Firm's records management system.
• Anticipate attorney needs, identify potential issues and conflicts, and proactively offer solutions.
• Enter attorney time records, prepare and submit expense reports, and assist with vendor invoice processing and payment.
• Prepare documents, process edits, generate redlines, create and convert PDFs, and quality-check work product.
• Use applications such as Excel and PowerPoint to support attorney work product and presentations.
• Coordinate internal and client meetings with Conference Services, including audiovisual setup, catering, and external vendors.
• Prepare engagement letters and new client and matter memoranda, and maintain current lists of active client and matter numbers for business intake.
• Maintain tracking charts and current records, particularly regarding billing status and new business activity.
• Collaborate with Client Accounting to keep client billing accurate and up to date.
• Support business development by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
• Track and report business development meetings and activities to the Business Development & Marketing team.
• Build and maintain professional relationships with executive assistants of clients and key contacts, update contact records, and coordinate client gifting initiatives.
• Receive and engage with clients and visitors, providing responsive, high-quality client service.
• Delegate work to other departments as needed, coordinate its completion, and verify accuracy.
• Assist with attorney personal work when required.
• Perform special projects and other related duties as assigned.
• Demonstrate effective interpersonal, written, and verbal communication to support work relationships.
• Manage Firm resources responsibly and comply with and understand Firm operations, policies, and procedures.
• Maintain a reliable physical presence in the office four days a week to perform administrative functions and support services, maintain physical files, and provide client services.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care, including medical, dental, and vision coverage.
• Savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental leave.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Well-being classes and programs.
• Opportunities to give back and make an impact in local communities.