Legal Executive Assistant

About Ropes & Gray

Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the "best of the best" law firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring. Ropes & Gray is an equal opportunity employer.

Overview

The Legal Executive Assistant works alongside industry-leading lawyers to serve as anattorney's right hand and play a vital role managing day-to-day activities, and to join the practiceas an integral member of the group, managing the flow of information as they screen, organizeand prioritize requests from both internal and external clients.

Responsibilities

• Supports and demonstrates fluency in the Firm's Trusted Advisor and ProactiveAssistance programs.
• Demonstrates a professional demeanor in appearance and behavior. Maintains strictconfidentiality in all interactions. Possesses strong interpersonal skills. Demonstrates asolid ability to communicate with all levels of the organization.
• Possesses exceptional verbal and written communication skills adhering to properbusiness writing standards. Demonstrates a keen eye for detail in informal and formalcommunications.
• Maintains a positive and professional attitude at all times. Works effectively with otherdepartments, seeking solutions to business problems. Demonstrates an intellectualcuriosity and continuous drive to improve service.
• Demonstrates an openness to constructive feedback and a flexibility to adjust behavior orperformance as needed.
• Fosters open and frequent communication with teammates to ensure smooth andexpeditious support to assigned lawyers. Cross-trains teammates ensuring same first-classservice while away or out of the office.
• Provides superior client service with internal and external clients displaying a proactive,"can do" attitude when meeting individuals, answering telephone calls, and acting onbehalf of the lawyers.
• Acts as the gatekeeper prioritizing conflicting needs. Handles matters confidentially,expeditiously, proactively and independently and follows through on tasks untilsuccessful completion. Suggests new processes/procedures to expedite projects and dayto-day workflow.
• Demonstrates intimate knowledge of assignments work habits and preferences.Anticipates needs and shepherds work forward with limited direction.
• Develops strong understanding of (assigned lawyer's) practice and clients. Maintains aprofessional relationship with other legal counsel, courts, agencies and professionalorganizations on behalf of the attorney keeping up-to-date client contacts in InterAction,as well as, detailed client/matter lists.
• Works closely with, and effectively manages, assigned lawyers' practice to keep him/herwell informed of upcoming commitments and responsibilities, following upappropriately. 

Billing Management

• Efficiently reconciles and processes expenses. Reviews inbox, diary entries, calendarand other items to classify business and personal expenses. Reviews Chrome River andAmerican Express Card to allocate expense items. Obtains original receipts from lawyersin hand or other means, if available. Collaborates with internal or external resources toaddress all outstanding Chrome River or AMEX items within payment window, runninginquiries when necessary.
• Actively manages timekeepers' diaries. Creates draft entries based on knowledge oflawyer activity, review of inbox, diary entries or other knowledge. Edits and reviewsentries to ensure conformity to best practices. Proactively manages lawyers to ensureentries meet submission deadlines. Obtains subject matter expert level knowledge of thebilling process. Proactively communicates and collaborates with assigned billingcoordinators. Coordinates the proper review of proformas, tracks, edits and updates, andfacilitates final approval of bill to ensure timely delivery to client. Assists in meetingtargets and year-end deadlines.

Project Management

• Composes, edits and proofreads correspondence, presentations and other documents. Demonstrates exceptional technological/document production skills.
• Proactively coordi