Job Details

Legal Executive Assistant

Company name

Organization Type

Law Firm

Job Type

Legal Staff

Valid Through

Dec 25,2019

Posted on

Sep 11,2019

Location

San Francisco, CA, United States

Employment Type

Full-time

Industry

Legal
Practice Area
Corporate >> Corporate - General
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Legal Executive Assistant
The candidate will be responsible to foster open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers. Cross-trains teammates ensuring same first-class service while away or out of the office. Acts as the gatekeeper prioritizing conflicting needs.Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion. Suggests new processes/procedures to expedite projects and day-to-day workflow. Demonstrates intimate knowledge of assignment’s work habits and preferences. Anticipates needs and shepherds work forward with limited direction. Develops strong understanding of (assigned lawyer’s) practice and clients.Maintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter lists. Works closely with, and effectively manages, assigned lawyers’ practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. 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. Composes, edits and proofreads correspondence, presentations and other documents. Demonstrates exceptional technological/document production skills. 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). Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately. Monitors lawyer’s travel to ensure smooth arrival and departure. Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.). Manages airline check-in and boarding passes for assigned lawyers (when appropriate). Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice. Tasks include, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment. Monitors attorney’s inbox. Cleans-up, organizes and/or responds per lawyer preferences. Organizes and cleans up Outlook folder structure. Ensures client/matter related documents and emails are stored in FileSite Workspaces. Actively contributes in secretarial huddles and other team related activity. Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary. Maintains subject matter level expertise in the Firm’s core applications.Understands and adheres to best practices. Performs other work-related duties as assigned. Must have a College degree or equivalent. Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications is necessary. Expert communication skills are needed.

Company info

Hiring Coordinator
Ropes & Gray LLP.
Three Embarcadero Center
3rd Floor
San Francisco, CA 94111

Review:

" Law Firm with Some Professionals"

Former Employee - Reviewed on December 16, 2017

The firm should focus on getting management training to handle difficult problems and issues. Members of the management team need to be more considerate of staff and employees. Management should take responsibility for issues and problems and deal with them and not try to blame employees and staff for them.

Pros : A law firm in which the environment is composed of pleasant and knowledgeable staff and employees. The firm offers benefits to those working in the firm.
Cons : The law firm does not do a great job in terms of how management handles difficult situations. Management sometimes does not take the responsibility for problems and issues that occur.
Current or former employee? : Former Employee

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