Executive Administrative Assistant

The Executive Administrative Assistant performs a wide variety of administrative tasks, which includes providing a high level of customer service and support for the Global CFO and senior attorneys in firm leadership, while consistently producing an excellent work product. The Executive Administrative Assistant maintains a general knowledge of the firm’s practice areas/groups and clients in order to ensure extraordinary client satisfaction. The Executive Administrative Assistant must also maintain confidentiality with regard to highly sensitive matters and materials related to the firm.

JOB DESCRIPTION

• Schedules meetings of firm management and practice and handles all arrangements for such meetings (videoconference/audioconfercing, meeting rooms, catering requests, etc.).
• Schedules and maintains calendars, where appropriate.  Maintains contact information and other pertinent information in the Firm’s client contact database program.
• Following the Firm’s established document processing methods and procedures, creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness.  Accurately transcribes from tapes, handwritten materials and/or dictation.  Prepares a variety of forms and creates new documents using the Firm’s Best Practice methods.
• Prepares expense reports in a timely manner.  Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Inputs, reviews, edits, and closes timekeepers’ time entries bi-weekly through the Firm’s web-based time entry program using Firm standards. 
• Handles monthly client billing (paper and electronic billing).  Review billing proformas for accuracy and completeness.  Performs client, matter and timekeeper inquiries, and narrative edits.
• Opens new matters and generate client conflict checks.  Coordinates with Records Department for file retrieval.  Sets up and maintains timekeeper’s work files, including daily and regular filing.  Indexes and prepares files for off-site storage.
• As requested, answers telephones and accurately takes and relays messages.  Arranges for video conferencing and sets up conference calls.
• Communicate effectively both in oral and written format and assist in preparing internal and external correspondence from the CEO.  Draft correspondence, assuring timely responses to internal and external inquiring and requests.
• Prepares letters and memorandums in a timely manner, depending on subject or request.
• Coordinates travel arrangements through in-house Travel Department.
• Actively seeks to maximize productivity and promote teamwork.
• Assumes responsibility for maintaining the highest level of confidentiality of all firm and client information, records and files, both within and outside of the firm.
• Volunteers for overflow work. 
• All members of the firm are encouraged to participate in our Global Responsible Business program.
• Other duties and projects as assigned.

QUALIFICATIONS

REQUIRED SKILLS

• Computer knowledge and skills, including knowledge of Microsoft Word, Microsoft Excel, PowerPoint, and web-based travel skills.
• Attention to detail and excellent organizational skills.
• Ability to communicate effectively, both verbally and in writing, with firm leaders, lawyers, business team employees, and clients.
• Ability to prioritize projects and meet deadlines.
• Ability to work well with others as part of a team.
• Ability to maintain confidentiality and use discretion regarding highly sensitive matters and materials.
• Must be able to work independently without supervision.
• Common sense and good judgment.

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE

• Law firm or related experience strongly desired, preferably in a large firm or large company environment.
• Five (5)+ years previous administrative assistant or executive assistant experience required.

HOURS

• Core hours are Monday through Friday, 8:30 a.m. to 5:30 p.m., including lunch hour, with flexibility for overtime as needed.

The annualized salary range for this position is $90,000 to $140,000 depending on the candidate's overall experience and other job-related factors permitted by law.  Full time employees may be eligible for a discretionary bonus.  In addition, full time employees as well as some part time employees, will be eligible for the firm’s fringe benefits as they currently exists. 

This job description sets forth the responsibilities of this position and may be changed from ti