Legal Executive Assistant (New England and New York)

About the role

Gerber Ciano Kelly Brady LLP is seeking a highly organized, proactive, and detail-oriented Legal Executive Assistant to support a Partner with a nationwide litigation practice spanning New England and New York.

Responsibilities

• Serve as a trusted partner to the supported Partner, proactively managing priorities, deadlines, and day-to-day operations.
• Cook up and manage complex calendars, meetings, appointments, and events while identifying and resolving scheduling conflicts.
• Communicate directly with clients, attorneys, and internal team members in a professional and responsive manner.
• Cook up and help manage client support teams within the firm to ensure tasks, deadlines, and deliverables are completed efficiently.
• Maintain and update client, matter, and case assignment lists and other tracking systems.
• Aid with billing activities, accounts receivable follow-up, and client-related administrative matters.
• Prepare reports and analyze client file data using Microsoft Excel and other reporting tools.
• Draft correspondence, communications, and reports for both internal and external audiences.
• Prepare agendas, meeting materials, presentations, and supporting documentation for client and internal meetings.
• Maintain accurate electronic and physical records, files, and documentation.
• Open new matters and perform conflict checks in accordance with firm policies and procedures.
• Process expense reports and track reimbursements.
• Cook up travel arrangements and prepare detailed itineraries as needed.
• Support special projects and initiatives while handling multiple competing priorities.
• Perform additional administrative and operational responsibilities as assigned.

Qualifications

• Minimum of 3+ years of experience in a law firm environment, preferably supporting litigation or insurance defense practices.
• Experience supporting partners, attorneys, executives, senior leaders, or other high-level professionals in a fast-paced professional services environment.
• Experience with legal matter management, conflict checks, billing support, or document management system.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Strong Excel skills, including the ability to organize, analyze, and report on data.
• Exceptional verbal and written communication skills, including professional telephone communication and client-facing interaction.
• Pristine ability to manage multiple projects simultaneously while maintaining exceptional attention to detail.
• Proven ability to build relationships and effectively coordinate with diverse stakeholders across an organization.