Administrative Assistant (Finance)

Make an impact at Goodwin, where we partner with our clients to practice law with integrity, ingenuity, agility and ambition. We are in the business of building authentic, long-term relationships with our clients, who are some of the world’s most successful and innovative investors, entrepreneurs and disruptors in the life sciences, private equity, real estate, technology and financial industries, and where they converge. Our immersive understanding of these industries – combined with our expertise across high-stakes litigation and dispute resolution, world-class regulatory compliance and advisory services, and complex transactions – sets us apart. Our Global Operations Team – all business professionals of the firm – was named the “Best Business Team” by The American Lawyer.

The Billing & Collections Department Administrator/Administrative Assistant will provide primary high-level administrative support to the Billing & Collections  department’s Managing Director(s), Director(s) and Manager(s) by managing the administration and coordination of the department, interacting with all levels of management throughout the firm, liaising with internal staff members at all levels, and external clients.

What You'll Do:

• Communicates with a wide variety of senior stakeholders across the department to exchange critical and/or sensitive information. Monitoring progress on important matters and expediting where necessary to ensure a resolution.

• Assists with document management including updating and editing documents in word, PowerPoint, etc.

• Screen and respond to incoming calls/emails, assess situations, resolve conflicts, determine the best use of the Managing Director(s)/Director(s) time, and handle requests accordingly.

• Arrange and coordinate meetings and events, prepare agendas/receive and interact with visitors and clients (internal/external).

• Maintains the Billing & Collections Department’s iNet website as needed, which includes updating on-line forms key contacts and QRCs.

• Helps the Billing & Collections team by pulling data and organizing the process for Client on-boarding forms, insurance applications.

• Resolve administrative problems and inquiries including escalating issues when necessary.

• Prepare general business correspondence for Billing & Collections MD/Directors/Managers.

• Prepares and submits expense reimbursements and invoices for processing in Chrome River for the Managing Directors, and Directors as needed.

Reporting

• Assist with drafting or sending key reports to partners, internal teams, or clients.

• Draft and distribute confidential report requests (e.g. Departing Attorneys) for senior management

• Document processes/guidelines for actioning report requests and become a subject matter expert in compiling these reports.

Team Administration

• Calendar maintenance for senior Billing management; coordinate, manage and maintain schedules, appointments and travel arrangements.

• Help support the maintenance involved with onboarding and offboarding of firm employees and validation at month-end

• Assumes additional responsibilities as requested

Who You Are:

• A minimum of 5 years as an administrative professional supporting senior level management is required.

• A college education is preferred (Associate’s or Bachelor’s degree or equivalent experience).

• Proven experience handling confidential and sensitive information, and advanced knowledge of MS Office Suite are required.

• Position requires strong interpersonal skills and exceptional communication skills (both verbal and written).

• Highly motivated, highly organized, self-directed individual with excellent interpersonal skills who can effectively multitask and handle a variety of sensitive/confidential matters in a professional, polished and mature manner with tact, diplomacy, discretion and good judgment.

• Must be an excellent communicator who works well with people at all levels. This position requires someone who is calm under pressure and not knocked off balance by last minute requests and/or changes.

• Knowledge of financial systems in a legal environment preferred.

• Must possess excellent organizational skills and have a high attention to detail with a desire to get the job completed accurately and in a timely manner. Strong initiative and follow-through are essential.

• Ability to build professional relationships within the department and across the global organization.

• Self-motivated individual with ability to think outside