Job Title: Executive Assistant
Job Responsibilities:
- Provide general administrative support, including managing email inbox, updating calendars and contracts, reviewing and routing mail, and managing client matter files and folders.
- Proofread and edit letters and complex legal documents from various electronic versions, handwritten drafts, or rough notes. Draft transmittal letters and standard memoranda, review and proofread all outgoing materials, and perform document clean-up for external documents, applying document styles and templates as needed.
- Utilize current applications such as Litera Transact, DocuSign, and Contract Express, demonstrating thorough knowledge of how to use these applications fully and effectively.
- Submit names of potential clients and additional details to the conflict department. Draft engagement letters for new clients, prepare new matter and new client forms, handle anti-money laundering onboarding processes, and follow up with the client and business intake department to obtain and transmit countersigned engagement letters.
- Provide telephone coverage for teams and work groups, deliver messages, arrange conference calls with clients and other outside parties, and keep the administrative team abreast of attorneys’ and assistants’ schedules.
- Arrange appointments, coordinate meetings, reserve conference rooms, and coordinate complex travel arrangements, including updates of individuals’ travel profiles and visa applications. Submit reimbursement requests in a timely manner.
- Organize and maintain client and workroom files in accordance with records management guidelines. Maintain and monitor electronic files in the electronic management library, ensuring timely closing of client files.
- Assist attorneys with administrative tasks and handle seminars and training registration, including managing taxi and hotel bookings.
- Assist attorneys with their timekeeping in the firm’s systems, edit time entries with the firm’s narrative-specific format, and transfer entries to the appropriate client matter number. Ensure that entries follow client guidelines and regulations.
- Review prebills to ensure entries are recorded to the correct matters, including proofreading and correcting prebills’ narratives on the online system. Work with the client accounting department in the preparation of draft invoices and invoices. Prepare and draft transmittal letters for clients, and provide updates to conflict and billing departments of any change in the client contract information in a timely manner.
- Assist in the preparation and compilation of practice area-related business development materials for pitches and RFPs. Update the lawyers’ biographies.
- Work on special projects as assigned, such as press review or internet research for client projects, and perform other duties that are a reasonable extension of the job.
- Back-up other executive assistant(s) during vacation breaks and cover reception duties when needed due to vacation, sickness, etc.
Education and Experience Information:
- Prior law firm experience is preferred.
- A Bachelor’s degree or equivalent experience is preferred.
- A minimum of 3 years of experience in an executive assistant role is required.
- Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and PDF programs, with a strong interest in acquiring in-depth knowledge of firm software applications.
- Accurate typing and strong word/document processing skills are necessary.
- Familiarity with legal terminology and procedures is required.
- The ability to generate a large volume of work and pay strict attention to detail is crucial.
- Excellent communication skills are necessary, with high-quality spelling, punctuation, and grammar.
- The candidate must exercise initiative in problem-solving, be capable of making sound decisions in the absence of clear instructions, and be multi-tasking oriented.
- The ability to work under pressure and maintain flexibility regarding work assignments is required.
- Visual acuity is needed for transcription, extensive reading, and input (typing) of information into a computer.
- The ability to receive and convey detailed information through oral communication is necessary.
- Flexibility to work overtime on short notice is required.
- The ability to work in the office at least 3 days a week following a hybrid attendance policy is necessary.
Salary Information:
- The anticipated pay range for this position is - per hour.
- The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance.
- A highly competitive salary and benefits package is offered. Benefits information can be found on the law firm’s website.
- The actual base pay offered will depend upon a variety of factors, including the selected candidate’s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location.
