Executive Attorney Assistant

The Attorney Assistant plays a critical role in delivering high-level administrative, secretarial, and customer service support to their designated attorneys, including partners, board members, and senior leaders. This position requires an in-depth understanding of the firm’s leadership structure, practice areas, and client base. The Assistant must uphold strict confidentiality regarding highly sensitive client and firm-related matters and materials.

Candidates with over five years of experience in administrative or executive assistant roles may be eligible for the position of Executive Assistant.

All Assistants are expected to excel in communication and administrative skills, demonstrating resourcefulness, a problem-solving mindset, and a collaborative attitude within the broader team environment.

JOB DESCRIPTION

SCHEDULING & COORDINATION

• Maintain and update calendars, contact information, and other pertinent information within Outlook and the firm-wide contact database.
• Answer telephone and accurately record and relay communications.
• Schedule meetings of firm management, practice areas and practice groups, and process all logistical arrangements including video conference/audio conferencing, meeting rooms, and catering requests.
• Coordinate and facilitate events and attend department meetings upon request.
• Provide enhanced client attention and onsite support during in-person meetings.

TRAVEL & EXPENSES

• Coordinate travel arrangements through the in-house Travel Department and prepare fee-earners’ expense reports.
• Frequently identify flights in advance of coordinating final arrangements, in partnership with in-house Travel Department.
• Closely monitor international travel expenses to ensure appropriate conversion for expense reimbursements, as necessary.
• Track travel schedule and rearrange meetings and appointments accordingly.

DOCUMENT PRODUCTION

• Provide exceptional support in document preparation, specific to practice area requirements and using the Firm’s best practice methods.
• Create, edit, spell check, and proofread work product to ensure accuracy and completeness and alignment with the Firm’s established document processing methods and procedures.
• Accurately transcribe from handwritten materials and/or dictation. 
• Print, organize, and hand deliver a variety of documents received in a range of formats, including emails, attachments, and documents from other media, and receives and prints faxes.
• Attend meetings record meeting notes and action items, as requested
• Assist in preparing client audit and document production letters.
• Assist with in-house document productions involving stamping and endorsing documents for production.

DOCUMENT PRESERVATION & RECORDS

• Organize and maintain administrative and client files.
• Prepare indexes and files for off-site storage.
• Coordinate and work closely with the Records Department to safeguard confidential records.

TIME RECORDING & BILLING GENERATION

• Record, review, edit, and close time entries through the web-based time entry program using Firm standards. 
• Manage monthly client billing, both paper and electronic. Review and edit billing proformas for accuracy and completeness; assess if time entries and costs are in accordance with clients Outside Counsel Guidelines; distribute to fee-earners for review; and complete client and fee-earner inquiries.
• Regularly communicate with the client on behalf of the fee-earner regarding billing inquiries.
• Review monthly bills for consistency in narrative edits and hours billed by attorneys working on the same matter.

INVOICES

• Arrange for payment of client billing vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Prepare third-party client and firm-related invoices and arrange for payments to be drawn and charged to the appropriate billable numbers.

CLIENT RELATIONS

• Generate client conflict inquiries; open new matters and prepare engagement letters.
• Respond to internal and external client requests effectively, courteously, and in a skilled and timely manner.
• Assisting with client onboarding, relationship management, client entertainment and development activities.
• Interact professionally (in person, by telephone, and in writing) with attorneys, supervisors, and Business Team members.

LEGAL PRACTICE AREA SUPPORT

• Prepare annual