Executive Assistant

Job Description

ABOUT JOB

We are seeking an Executive Assistant to join our Firm. The Executive Assistant provides assistance to, and manages resources for, partners, counsels, associates and staff attorneys.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports, travel arrangements.
• Proxies into attorney’s e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Handles all aspects of document preparation, processing and completion, working directly with attorney and clients.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Assists with attorney personal work when required.
• Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service, in small and large ways.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Ensures proper functioning of all software and hardware being used by attorney, in consultation with technology business services professionals.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, faxing and hand-delivering packages.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Regular and reliable physical presence to work as part of a team, meet with clients, use on-site equipment, etc.
• Complies with and understands Firm operation, policies and procedures.
• Performs other related duties as assigned.

Qualifications

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Strong customer service skills
• Ability to problem-solve and take on new approaches
• Ability to complete jobs in a timely manner and meet deadlines
• Ability to handle multiple projects and shifting priorities
• Ability to organize and prioritize work
• Demonstrates close attention to detail
• Demonstrated proficiency and strong working knowledge of relevant Firm computer software programs (including Word, Outlook, Excel, and PowerPoint), with the ability to learn new software and operating systems
• Ability to handle sensitive matters and maintain confidentiality
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education & Experience:

• High school diploma or equivalent
• Minimum of five years of administrative experience

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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