Executive Assistant

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world’s top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Executive Assistant

Washington, D.C.

Regular

We have an opening for an Executive Assistant in our Washington, DC office.

The Executive Assistant will support one of the firm’s top performing partners located in Washington, D.C. This is an exciting opportunity to manage the professional responsibilities of a partner who is actively involved in high-stakes corporate cases.

The ideal candidate will be a motivated, intelligent person who would like to play a key role in a dynamic and prestigious law firm.

In this capacity, the Executive Assistant will:

• Manage busy professional calendar for very busy partner and practice group chair, including coordinating all business travel planning;
• Monitor closely partner’s email for meetings to schedule and events to calendar;
• Ensure partner is always prepared for meetings;
• Keep partner aware of key case and administrative issues in a timely manner; liaise with attorneys, consultants and clients as needed;
• Draft correspondence, coordinate with members of Partner’s team, manage internal and external communications for the partner;
• Maintain a consistent physical presence in the Washington, DC office required to facilitate an interactive and collaborative environment ensuring that assignments, cross-training, and peer level support are optimized to provide seamless support;
• Manage the legal and administrative practices of attorneys and facilitate service levels that meet client requirements;
• Coordinate administrative functions and facilitate completion of tasks including such as finance/billing-related tasks, ensuring timely time and expense entry, opening of new matters, client presentations, meetings, and other administrative projects as assigned;
• Prepare and finalize engagement letters for clients;
• Run conflict checks of potential new clients;
• Coordinate with and delegate to Firm resources including Document Processing Services, Williams Lea, or similar departments in international offices in the handling of tasks and projects;
• Coordinate support through the Finance Department including editing and reviewing client bills, correct time entry, and promote time entry best practices;
• Review and support the client billing process to include proofreading, application of task codes and matter management skills, coinciding math aptitude and skills to support rates, rate changes, write-offs, preparation of expense reporting and audits as required, maintenance and consistency with billing protocols, and other accounting functions;
• Assist with coordinating Partner’s speaking engagements and business development activities;
• Ensure continued legal education is reported and logged with various bars and professional organizations;
• Work individually and in a team environment to provide support to timekeepers and ensure business continuity;
• Build credibility, establish rapport and maintain communication with all clients and internal employees;
• Work overtime as required; and
• Demonstrate adaptability, flexibility, initiative, and innovation in handling a wide variety of additional projects as required.

Proficiencies:

• Excellent judgment, maintain a flexible and positive attitude in a highly demanding environment;
• Outstanding written and oral communication skills; and
• Proficient in Microsoft Office.

Qualifications:

• 10+ years of Executive Assistant experience supporting a senior-level executive;
• Be promptly responsive to calls, emails, and texts from partner;
• Ability to perform accurately when handling multiple time sensitive matters;
• Ability to work independently, efficiently, make good decisions, anticipate what…