Litigation Legal Executive Assistant- Madison

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensure all callers and visitors feel welcome

• Professionally answer incoming calls within three rings and route accordingly

• Greet visitors in a professional, friendly manner

• Escort visitors to designated conference rooms and coordinate refreshment choices

• Provide callers with information such as firm address, directions to the office, parking instructions, website, and other information related to all firm locations

• Order food for client and team meetings; responsible for tracking receipts and providing charge-back information for accounts payable processing

• Assist with conference room meal/beverage setups

• Maintain neat appearance of conference rooms and main reception area

• Schedule conference rooms and visiting attorney offices for individual or reoccurring meetings; must be able to use the conference scheduling software at a proficient level

• Arrange for video conferencing and/or other technology needs

• Accept and direct incoming deliveries

• Check, organize, and restock conference room supplies

• Order office and breakroom supplies

• Maintain law library collection

• Assist with coordination of maintenance requests

• Reconcile monthly credit card statement

• Consistently and professionally communicate through internal calls and emails, building strong internal relationships

• Provide support to attorneys, paralegals, and LEAs as needed

• Prepare, modify, and finalize documents, correspondence, legal documents, transcription, memos, and other materials

• Proofread all materials for typographical errors, office style conformity, accuracy, and inclusion of required information and enclosures

• Perform all other duties as assigned

CRITICAL COMPETENCIES:

• Strong ability to manage a wide variety of work streams simultaneously with accuracy and speed
• Demonstrate a positive attitude, high energy, and a strong passion for your work

• Be a flexible team player by cooperating and collaborating with others to achieve team and firm goals and objectives

• Demonstrate the highest level of integrity, professionalism, and confidentiality consistent with firm mission, values and policies

• Exhibit a strong work ethic and a willingness to exert more than the minimum effort

• Engage with internal stakeholders in a professional, clear, concise, positive, and timely manner

• Apply critical thinking and sound judgment in order to set priorities, meet deadlines, make decisions and independently resolve complex problems

• Consistently seek opportunities to advance technical and personal skills

• Proactively support internal customers and external clients utilizing the most current technology available

• Demonstrate initiative and resourcefulness to obtain information needed to perform duties with minimal supervision

• Communicate with team to gather critical information needed for various duties

ADDITIONAL REQUIREMENTS:

• Strong verbal communication skills with a friendly, welcoming demeanor

• Associate’s degree or equivalent experience

• Excellent organization, time-management, and prioritization skills

• Familiar with Microsoft Office Suite, Excel, and Work10

• Must have excellent organization skills