Legal Executive Assistant

Position Summary

This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value as a central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; and a communicator linking the practice team, clients and the broader organization.

• Specialized legal support leading to exceptional client service.
• Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events with all pertinent details (Zoom links, locations, contact information), often across time zones and multiple busy calendars.
• Liaise with internal and external clients and support services (e.g., IT, Travel, Office Services and external vendors) on behalf of the attorney and the practice team regarding scheduling of meetings, events and travel.
• Oversee travel planning and logistics through the Firm's Travel Department to align with the attorney’s preferences and maximize time efficiency.
• Track all follow-up requests (meetings, materials, deliverables).
• Maintain professionalism, discretion, and diplomacy in all client interactions, representing the attorney, the practice team and the Firm.
• Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials; proactively coordinate background materials and due diligence for meetings to ensure attorney preparation.
• Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda.
• Build and maintain effective working relationships with personnel at all levels; manage communications with high-level internal and external constituents.
• Process Matter Opening Forms promptly, ensure timely follow-up and assignment, and maintain an ongoing status list of MOFs and new matters opened.
• Contribute to the attorney's financial and client growth goals.
• Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including sensitive and confidential matters; recommend appropriate action or response.
• Maintain Outlook contacts and keep contact information up to date.
• Collaborate with the Firm's Business Center to ensure prompt processing of expenses.
• Process timesheets daily, drafting entries and following up as appropriate.
• Onsite responsibilities may include meeting clients professionally; using standard office equipment; maintaining physical files; reviewing jobs for quality assurance; and supporting attorneys outside of team assignments.
• Provide support outside standard working hours as needed.
• Additional duties as assigned.

• Westlaw/Research:
  Perform internet research. Request UCC lien/litigation/bankruptcy searches from state and county entities; request certified copies of formation documents and file formation documents with various entities.
• Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts for tax filings; retrieve documents as needed.
• Maintain Client Minute Books.

• E-Filings:
  Federal, state and appellate court filings; scheduling remote court appearances.
• Schedule messengers and other vendors for document pickup and errands related to filings and delivery to counsel.
• Depositions:
  Schedule court reporter for hearings and depositions; download transcripts and send to clients for review.

• Two years of college or equivalent experience required. College degree or equivalent experience is preferred.

• Five plus years of experience in a high-level administrative support position.
• Experience in a law firm or other professional services firm preferred.

• Expert organizational skills; top-notch time management; polished communication; problem-solving orientation; ownership of the role; meticulous attention to detail; composure under pressure.
• Mastery of Microsoft Office suite; ability to create…