Executive Assistant

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Executive Assistant
Duties: Input attorney time into the WebTime time entry program. Prepare attorney expense reimbursements and process client-related vendor invoices for payment. Perform other related duties, special projects, and assignments as required. Assist other secretaries in back-up support and vacation coverage. Coordinate attorneys firm and client-related meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings. Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook. Document conversions, i.e., PDF to Word, etc. Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls. Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency. Prepare, finalize and distribute new client Engagement Letters, New Business Memo, etc. Including follow-up with client to ensure receipt of fully-executed Engagement Letter. Initiate Conflicts Checks. Maintain physical client files including creation of records. Prepare inactive case files and attorney materials for off-site storage. Assist with the preparation of presentation materials for firm and client audiences. Create, format, and proofread correspondence, presentations, reports binders, spreadsheets, and other reference materials as required to prepare Executive, MP, Partner or Manager for meetings and projects. Draft executive letters, memos, reports, talking points, video scripts, and other documents. Document inquiries and questions directed to the Executive and coordinate responses or conversations, as appropriate. Analyze incoming memos, submissions, and reports to determine their priority order. Review incoming correspondence and interoffice materials, determine priority and respond appropriately. Make recommendations regarding appropriate action and follow-up. Maintain and manage Outlook contacts for Executive. Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol. Have strong knowledge of various players Schedule and support meetings, prepare presentation materials, and provide additional administrative support as needed. Screen, answer, and prioritize Outlook Email Inbox, file email, and maintain Outlook folders. Work closely with the other executive coordinators to execute on administrative and strategic initiatives.

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