Executive Legal Assistant

About the role

The Executive Assistant will provide comprehensive administrative support to partners, counsel, associates, and staff attorneys. This role is hybrid, with 4 days in the office and 1 day working from home.

Responsibilities

• Handle standard administrative functions including answering, screening, and placing calls; opening and routing mail; maintaining files, records, attorney calendars, and time records; preparing attorney expense reports.
• Proxy into attorney’s email (with permission) to process new messages, maintain organized folders, and keep attorney informed of priorities.
• Anticipate attorney needs by proactively identifying potential issues and conflicts, offering solutions, and preempting needs.
• Prepare engagement letters and new client/matter memos, update active client/matter number lists, and assist with new business processes.
• Utilize tracking charts for record-keeping, focusing on billing and new business.
• Handle all aspects of document preparation, processing, redlining, PDF creation, conversions, and quality control of work product.
• Work with Client Accounting to ensure accurate client billing.
• Seek ways to provide energetic and superior client service in both small and large ways.
• Aid in promoting business development through InterAction activities, maintaining contacts, and assembling mailing lists.
• Use Excel and PowerPoint to facilitate attorneys' work.
• Research and make complex travel arrangements for attorneys, including visa assistance.
• Prepare check requests for vendor invoices.
• Delegate work to other departments as necessary, ensuring accuracy and completion of delegated tasks.
• Assure that all completed projects adhere to professional standards.
• Demonstrate effective interpersonal, written, and verbal communication skills to facilitate effective work relationships.
• Manage Firm resources responsibly.
• Comply with and understand Firm operations, policies, and procedures.
• Perform other related duties and special projects as assigned.

Qualifications

• Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint).
• Effective interpersonal and communication skills, both verbally and in writing.
• Closer attention to detail.
• Flexibility and willingness to perform a wide range of tasks.
• Ability to handle multiple projects and shifting priorities.
• Ability to work independently and within a team.
• Ability to prioritize and organize tasks.
• Ability to work in a demanding and fast-paced environment.
• Experience supporting attorneys in Litigation, Intellectual Property, and/or Corporate law (optional).
• High school diploma or equivalent, minimum of three years of office experience or equivalent combination of education and experience.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), 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.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.