Assistant

The Executive Assistant is responsible for providing executive level administrative support to attorneys of the firm by effectively managing day-to-day activities and the flow of information and maximizing their attorneys’ time and productivity.

• Foster open and frequent communication with assigned attorneys and keep them informed of upcoming commitments and responsibilities; including assisting in meeting targets and deadlines
• Manage daily coordination of attorneys’ Outlook calendars and use creative problem solving skills to solve challenging scheduling requirements. Act as the gatekeeper for prioritizing conflicting needs
• Answer multiple phone lines; screen and direct calls them as appropriate
• Coordinate internal and external meetings, programs and events. Arrange proper logistics based on meeting requirements
• Make arrangements for travel, transportation and accommodations via Internet and/or through the Firm’s travel department
• Serve as first point of contact as it relates to managing attorneys’ schedule, travel arrangements, billing, document production (e.g. redlining, formatting, etc.) and other tasks
• Assist attorneys with administrative tasks including preparing their diaries, processing Chrome River expenses, and keeping contact lists up to date
• Prepare attorney diaries through Firm diary application (Intapp)
• Organize and maintain key documents in the appropriate workspaces in the document management system
• Utilize various office machines to transmit data, print, duplicate, fax and PDF
• Create and maintain attorney files using alphanumeric systems
• Coordinate with Conference Services when scheduling meetings for room reservations, food/beverages and audio/visual equipment needs
• Prepare and process client bills, working closely with Billing department
• Create, revise and proofread letters and various legal documents
• Provide backup coverage for other assistants and receptionists
• Perform other duties as assigned

• Ability to effectively present information verbally and in writing
• Ability to type 50+ wpm; skilled typing ability and knowledge of personal computers, software, and related applications
• Proficiency in Microsoft Word and Excel
• Basic math skills: addition, subtraction, multiplication, division
• Strong attention to detail
• Must be able to work collaboratively in a team environment
• Ability to use diplomacy and discretion in relaying information
• Can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high-pressure environment
  

• Basic knowledge of Microsoft PowerPoint
  

• Minimum of 3 years of administrative experience in an office or professional services setting
  

• High School diploma or GED equivalent
  
  

• Four-year college degree

DC Only: The estimated base salary range for this position is $90,000 to $110,000 at the time of posting.