Executive Assistant

Job Summary

Responsibilities

• Answer all incoming telephone calls for legal department and route them accordingly.
• Cook up and/or arrange meetings, conference calls, travel schedule and schedule interviews.
• Maintain multiple calendars of appointments, ensuring the attorney is appraised of all appointments and changes, as well as matters requiring immediate attention.
• Maintain executive team contracts and keep contacts up to date for hospital contacts and physicians.
• Manage communication and correspondence as well as greeting visitors and maintaining office supplies for the department.
• Collaborate with several internal departments on a daily basis to facilitate a smooth flow of information.
• Prepare word documents, mail merge and excel spreadsheets as requested.
• Create/print additional reports as needed by leadership team.
• Complete additional special projects as assigned.
• Manage and distribute information within the department which includes taking memos and maintaining files.
• Preform all secretarial tasks for one or more Attorney.
• Assist with execution of contracts on a daily basis and maintain appropriate contact with all internal departments for status inquiries on contracts.
• Gather appropriate materials from the attorney and other administrative support staff to respond to routine inquires as appropriate.
• Open and screen mail, answer routine mail independently and route other mail with background material as necessary.
• Prepare and file legal documents for court proceedings as needed.
• Cook up vacation schedules among administrative support staff to ensure that adequate secretarial coverage is provided.

Qualifications/Requirements

• Experience: Minimum of 2-4 years of prior administrative experience and minimum of 1 year experience working within a law firm is preferred but not required.
• Education: Bachelor’s degree, or equivalent work experience, required.
• Licenses / Certifications: N/A
• Other: N/A

Special Requirements

• Proficiency in Outlook and MS Word, to include advanced formatting and red-lining.
• Proficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essential.
• Ability to manipulate pdf documents and use associated software tools such as pdf Convertor and Adobe reader.
• Creative and persistent problem solver.
• Ability to multi-task and prioritize workload in a fast-pace environment.
• Ability to work pro-actively and with little supervision.
• Excellent organization, written and communication skills required.
• Strong interpersonal skills to handle sensitive situations and confidential information.