Executive Assistant

Description:

Executive Assistant

Reports To: Human Resources Manager

Salary: $80,000 - $95,000

Status: Non-Exempt

Location: Seattle

About Us:

Williams Kastner is a premier multi-practice law firm in the Pacific Northwest with more than 65 attorneys in Washington (Seattle and Spokane) and Oregon (Portland). We have been serving local, regional and national clients since 1929. As a firm we embrace diversity and inclusion, and support community programs and projects that foster equal opportunities for all individuals.

Position Overview:

We are seeking an Executive Assistant to provide administrative support for one of our senior Equity Members in the Seattle office. This position must perform high level administrative duties, organize and maintain a very busy attorney calendar, all meetings and teleconferences, and observe strict confidentiality regarding client and firm matters.

Requirements:

Responsibilities of the Executive Assistant

This position generally involves recurring work situations with occasional variation from average to moderate complexity. The employee must perform all duties with minimal supervision.

Responsibilities for this position include, but are not limited to, the following:

• Management of attorney’s work calendar: manage calendar; frequently meet or correspond electronically to review priority of calendar activities and client/contact requests; schedule and maintain calendar of work appointments.
• Schedule, coordinate and arrange internal and external work-related meetings and teleconferences involving numerous parties. Assist attorney in preparing for work meetings, related research, routine memoranda, etc.
• Make work-related domestic and international travel arrangements.
• Monitor attorney’s electronic email (inbox and sent mail) for work-related action items and time critical information that must be brought to his attention; monitor and transcribe all voicemails; process hard copy mail.
• Assist with internal and external client communications – monitoring, retrieving, sorting, prioritizing and responding accordingly to phone calls, emails, and hard copy mail.
• Interface with clients and other firm attorneys to anticipate and ensure timely responses, and coordinate responses to client inquiries and requests.
• Maintain Professional Contacts database in Outlook, and update Case Sheets for all matters.
• Process expense reimbursements and check sources to determine expense allocation.
• Assist with client file openings, conflicts checks, and timesheets.
• Other work-related duties as assigned.

Position involves recurring work situations with occasional variation from the normal to a moderate degree of complexity. Employee must perform all duties with minimal supervision. Overtime may be required during periods of high workload.

Qualifications of for the Executive Assistant

• Familiarity with basic office policies and procedures.
• Ability to operate standard office equipment, such as personal computer, scanning and photocopier.
• High level of computer literacy including working knowledge of Windows, Excel, Word, Outlook, PowerPoint, Adobe Acrobat.
• Ability to maintain filing and recordkeeping systems.
• Excellent time management skills keeping attorney informed of progress and problems via e-mail.
• Excellent oral and written communication skills.
• An eye for detail for correspondence and document edits.
• Ability to follow instructions and organize work to meet deadlines.
• Resourcefulness, adaptability, innate ability to take initiative and produce results.
• Self-motivated, detailed and communicative professional.
• Ability to occasionally work overtime when needed.
• Strong attention to detail and ability to work independently and self-check work.
• Task oriented, excellent organizational skills, ability to prioritize work load.
• Enthusiastic, energetic, outgoing attitude and able to adapt to new or changing circumstances.

Additional experience and educational preferences:

Any equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities to perform the job.

• College Degree or Certificate in Business Administration or equivalent experience preferred.

Salary Range and Benefits:

$80,000 - $95,000 – The salary range is dependent upon a variety of factors, which include but are not limited to the following: the candidate’s relevant experience, skill level, and demonstrated ability to perform all of the essential functions of the position as well as ability to perform functions which would arise from the needs of the position or as assigned and all of the qualifications listed in the job description. Benefits include: medical, dental, vision, life insurance, short & long term disability, 401K, paid time off, and holiday pay.

Working Conditions:

Normal office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential responsibilities or requirements.

This position is capable of working remotely one or possibly two days per week depending on the needs of the attorney. When in the office, candidate can anticipate a normal office environment with little exposure to excessive noise, dust, temperature, etc. Candidate must be able to remain in a stationary position 50% of the time; frequently operates a computer and other office machinery such as a calculator, copy machine, and computer printer; often works under deadlines; occasionally needs to move about the office to access file cabinets, machinery, etc. Ability to occasionally lift objects weighing up to 10 pounds. Travel outside the office may be necessary occasionally.