Executive Assistant

Executive Assistant – Boston Office

We are seeking an Executive Assistant to join our Firm in the Boston office. The Executive Assistant provides assistance to, and manages resources for, partners, counsel, associates and staff attorneys. The role will not sponsor applicants for work visas.

• Perform standard administrative functions including answering, screening and placing phone calls; opening and routing mail; managing files, records, attorney calendars and time records; and preparing expense reports.
• Proxy into attorneys’ email (with permission) to process new messages, maintain and organize email folders, keep attorneys apprised of priorities, and file emails into retention folders and SRM.
• Anticipate attorney needs by proactively identifying potential issues and conflicts, offering solutions and preempting needs.
• Prepare engagement letters and new client/matter memos, and update active client/matter number lists to assist the new business process.
• Utilize tracking charts for keeping up‑to‑date records with a special focus on billing and new business.
• Handle all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions and quality control of work product.
• Work with Client Accounting to ensure up‑to‑date and accurate client billing.
• Respond to clients promptly and provide superior client service in both small and large ways.
• Assist in promoting business development through entry of activities, maintenance of contacts and assembling mailing lists in Inter Action.
• Utilize applications like Excel and PowerPoint to facilitate attorneys’ work.
• Research and arrange complex travel for attorneys, including assistance with visa requirements.
• Prepare check requests for vendor invoices and follow up to ensure timely payment.
• Delegate work to other departments as necessary, coordinating completion and verifying accuracy.
• Assist with attorneys’ personal work when required.
• Ensure proper functioning of all software and hardware used by attorneys, in consultation with technology business services professionals.
• Perform additional support services when needed, including printing, scanning, duplicating, quality control and hand‑delivering packages.
• Perform jobs assigned from Operations Group Desk and other special projects as assigned.
• Demonstrate strong interpersonal, written and verbal communication skills to facilitate effective work relationships.
• Manage firm resources responsibly and comply with firm operations, policies and procedures.

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations.
• High level of professionalism.
• Ability to perform frequent physical exertion, including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds.
• Must work in‑office at least four days per week to perform in‑office administrative functions, maintain physical files and provide client support services.
• Knowledge of relevant firm computer software (e.g., Word, Outlook, Excel, PowerPoint) and ability to learn new software and operating systems.
• Effective interpersonal and communication skills, both verbally and in writing.
• Close attention to detail.
• Ability to handle multiple projects and shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to synthesize information to prioritize and organize tasks.
• 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:
  
  High school diploma or equivalent.
• Minimum of three years of experience in an office environment or an equivalent combination of education and experience.

$90,000 - $100,000.

• Competitive salaries and year‑end discretionary bonuses.
• Comprehensive health care (medical, dental, vision).
• Savings plan/401(k) and voluntary benefits.
• Generous paid time off and paid leave options, including parental leave.
• In‑classroom, remote and on‑demand learning and professional development opportunities.
• Robust well‑being programs and…