Executive Assistant

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Executive Assistant - (1395)
Responsibilities: Provides high-level administrative support and assistance to assignments. Acts as the central point of contact for assignments. Schedules and attends meetings on behalf of assignments, taking notes and recording minutes.. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for assigned partners. Coordinates travel arrangements, including processing visas and other documentation for international travel; ensures time entries are entered, reviewed and completed whether by entering on behalf of the attorney or through reminders to the attorney to enter. Facilitates the management of contacts utilizing InterAction, including entering contacts, reviewing contact updates, and revising marketing and event invitation lists. Updates Interaction with key essential information and acknowledges milestones (birthdays, weddings, life events, etc.) for the assignments. Screens calls from internal and external clients, prioritizing calls and scheduling appointments and meetings as necessary; processes phone calls, mail and email, using sound judgment in responding or forwarding to the appropriate person/department. Facilitates the expense accounting process by obtaining adequate documentation required for submission, monitoring expense reports through final payment status, reconciling American Express statements to ensure that all balances are known and accounted for, and ensuring that the approvers are consistent and timely in reviewing items presented for their approval. Facilitates the new business intake process by initiating conflicts checks in the firm’s conflict resolution software, assisting the New Business Intake staff and partners by gathering the required information and documentation and entering it in the firm’s conflict resolution software, drafting engagement letters, and updating the partner(s) on the status of requests. Facilitates the records process through the creation of files in the firm’s Records Management software; properly maintaining client records in paper files and in the firm’s document management workspaces; and by sending materials to offsite storage upon the completion of matters. Facilitates the billing process through streamlining the process and gathering information as needed to minimize the burden on assigned partners. Develops relationships internally with attorneys in Firm leadership and personnel in various administrative departments.

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