Executive Assistant

New York, NY
Monday-Friday, 10:00 AM-6:00 PM

This position sits in the firm’s New York office and currently offers a hybrid work opportunity. The Executive Assistant’s role is to provide full and diversified administrative support of a responsible nature to the Managing Partner, assigned firm personnel, including assigned Partners, Associates in section and practice group, and other key management personnel (i.e., supervisor(s)), utilizing broad and comprehensive experience, skills and knowledge in organizational policies, procedures, and practices.

The Executive Assistant performs the most complex administrative and billing activities which may be highly confidential and sensitive. This role is responsible for the billing cycle for the Managing Partner, including prebill review and edits; generate and send final bills; and comply with firm and client requirements and deadlines.

This role also serves as a facilitator who may coordinate deadlines, analyze information, follow up on or request information from others to communicate supervisors’ instructions or to satisfy ongoing needs of supervisor(s), assist with project coordination and completion, and assist and relieve attorneys and other legal personnel of administrative and clerical work by performing essential duties and responsibilities which include the following:

• General administrative duties, including but not limited to, entering attorneys’ time; preparing and submitting attorney expense reports; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); answering telephones for attorneys as well as others in the section in a professional manner, taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners;
  
  organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits; learning/maintaining knowledge of attorneys’ practice and client/matter history; relieving attorneys of administrative tasks.
• Manage attorneys’ calendars.
• Responsible for assigned Partners’ billing, from prebill generation to sending and collection of invoices.
• With attorneys’ permission, manage attorneys’ emails (review/delegate/file).
• Assist in projects and project management for attorneys and/or supervisor(s).
• Handle delegated sensitive and emergent emails and calls from clients, court personnel and other contacts of assigned attorneys and responsibility for follow-up; exercise judgment in responding to unique and urgent situations.
• Assist attorneys in managing their competing priorities by proactively assuming responsibility for items that can be delegated and rescheduling attorneys’ commitments to be more effective.
• Anticipate what attorneys will want and follow up to ensure that they are completely satisfied.
• Escalate unfamiliar issues rapidly and anticipate/resolve potential problems.
• Assist section or practice group in assuring timely completion of assigned projects as needed.
• Participate in firm training opportunities; participate in training of other employees and staff members to promote cross-training of all employees, assist colleagues in learning new skills/tasks to integrate them into the team.
• Seek out opportunities to continuously improve skill set at a more advanced level to broaden scope of role.
• Proactively anticipate attorney needs and ensure follow-through to deliver a high level of satisfaction and support.
• Draft complex correspondence and documents and anticipate attorneys’ need for same.
• Marketing-related responsibilities (which may include coordination and distribution of collateral materials for client seminars; coordinating/ assisting with marketing projects between supervisor(s), clients and the Marketing Department and event planning).
• Encourage others to accept change and use it to derive organizational and personal benefit.
• A…