Job Description

Position Overview:

The Executive Assistant acts as the primary point of contact for both internal and external clients, serving as a bridge between attorneys and clients. This role requires a candidate who can handle multiple responsibilities with minimal oversight while maintaining a high level of confidentiality and professionalism. The ideal candidate is results-oriented, exercises sound judgment, and can manage a variety of tasks efficiently. A strong foundation in executive support is essential, along with flexibility for occasional overtime.

Key Responsibilities:

• Manage and maintain busy calendars, emails, and phone communications, including scheduling appointments.
• Coordinate and organize complex travel arrangements.
• Maintain and organize client files, and update contact lists as needed.
• Handle document management, including drafting letters, correspondence, word processing, transcription, and proofreading.
• Conserve partners' time by reviewing, researching, and routing correspondence.
• Monitor, screen, and respond to incoming communications, distributing them as needed.
• Process expense reimbursements, track expenditures, and reconcile credit card statements.
• Manage client billing, collections, and time entry.
• Serve as the main contact for clients, opposing counsel, and courts, facilitating coordination and relationship management.
• Oversee client engagement and conflict resolution processes.
• Assist with business development initiatives and legal filings.

Skills & Competencies:

• Highly organized, detail-oriented, and capable of managing multiple priorities under pressure.
• Self-motivated, proactive, and action-oriented, with a focus on delivering results.
• Strong interpersonal skills with the ability to collaborate within a team or work independently.
• Excellent attention to detail and time management abilities.
• Ability to work under tight deadlines and maintain a calm demeanor.
• Strong verbal and written communication skills.
• Adaptable and quick to learn new systems and processes.
• Availability to respond to urgent matters outside regular business hours.

Qualifications & Experience:

• Minimum of 5 years of experience as an administrative or executive assistant in a medium to large organization.
• Bachelor’s degree or equivalent experience preferred.
• Proficient in Windows-based software and the Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook), as well as document management and other office technology.

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