Legal Executive Assistant; Tax

Position Summary

The Legal Executive Assistant (“LEA”) provides high-level administrative support to a primary group of attorneys in the Tax group, as well as back-up support to the head of the department and other attorneys in the team/cluster. The LEA will collaborate closely with other LEAs in the team/cluster and report to the Manager of Legal Executive Assistant and Paralegal Services, working under the direction of the attorneys to whom they are assigned.

• Calendar management (meetings, appointments, filing deadlines and client-related activities).
• Telephone support to attorneys by screening high volumes of calls and recording accurate, detailed messages.
• Coordinate travel arrangements (ground, rail, air) and prepare itineraries.
• Enter attorney time in InTapp before the weekly deadline and monitor time attributed to matters in suspense.
• Submit expenses and invoices through Emburse (Chrome River).
• Document processing, including revisions, comparisons, and drafting basic documents for attorney review.
• Proofread materials for formatting, spelling and grammar.
• Client billing: prepare billing correspondence, edit bills and computations.
• Monitor, review and route incoming mail; deliver mail to offices and flag urgent matters.
• Schedule in-person conference room meetings and arrange refreshments, meals and AV equipment.
• Schedule virtual meetings via Microsoft Teams and other firm software.
• Coordinate package deliveries with the Mail Room and prepare large print requests with the Duplicating department.
• Request visitor clearance with Lobby Security.
• Monitor and manage Bar/CLE credits and dues.
• Enter activities and maintain contact information in Inter Action/Outlook; maintain distribution lists.
• Coordinate file management with the Records Department by handling removal and storage of client files.
• Prepare conflicts checks and New Matter forms, Engagement Letters, etc.
• Occasional personal work.

• High school diploma required; college or business school preferred.
• At least five (5) years of experience in a similar position in a legal or corporate environment required.

• Excellent customer service skills across all interactions, including with internal team.
• Strong attention to detail, judgment and effective decision-making skills.
• Resourceful, organized, and proactive in a fast-paced environment.
• People management skills with a high degree of integrity.
• Ability to work independently with tight deadlines.
• Ability to maintain the highest level of confidentiality.
• Remains calm and effective under pressure.
• Knowledge of relevant firm software (Microsoft Office, Emburse, Intapp, Webex, Zoom, Loop Up, Inter Action, 3E, Litera Compare, Tungsten Power PDF) and ability to learn new software and operating systems.