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Executive Assistant (Boston)
Boston, MA · AdministrativeExecutive Assistant
Our client is seeking an Executive Assistant to join their team in the Boston office. This position provides assistance to, and manages resources for, partners, counsels, associates, and staff attorneys. Additional responsibilities include:
Qualifications
Education & Experience
Our client is seeking an Executive Assistant to join their team in the Boston office. This position provides assistance to, and manages resources for, partners, counsels, associates, and staff attorneys. Additional responsibilities include:
- Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports.
- Proxies into attorney's e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities. Ensures proper filing of emails to retention folders and SRM.
- Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
- Handles all aspects of document preparation, processing, preparing redlines, PDF conversions and completion, working directly with attorney and clients.
- Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
- Assists with attorney personal work when required.
- Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service, in small and large ways.
- Anticipate attorney needs by proactively identifying issues and conflicts and taking the initiative to offer solutions and preempt needs.
- Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
- Prepares new matter reports and updates client/matter codes.
- Prepares engagement letters and new client/matter memos to assist with the new business process.
- Utilizes tracking charts for keeping up to date records, with a special focus on Billing and New Business.
- Utilizes applications like Excel and PowerPoint to facilitate attorneys’ work.
- Researches and makes complex travel arrangements for attorney’s including, assisting with visa requirements.
- Prepares check requests for vendor invoices.
- Ensures proper functioning of all software and hardware being used by attorney, in consultation with technology support staff.
- Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, faxing and hand-delivering packages.
- Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
- Manages Firm resources responsibly.
- Complies with and understands Firm operation, policies and procedures.
- Performs frequent physical exertion including: sitting, repetitive use of both hands, lifting and carrying up to 10 pounds.
- Regular and reliable physical presence to perform in-office administrative functions and support services, maintain physical files, and provide client support services.
- Performs other related duties and special projects as assigned.
Qualifications
- Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
- Demonstrates close attention to detail
- Ability to handle multiple projects and shifting priorities
- Ability to work well independently, as well as effectively within a team
- Flexibility to adjust hours and work the hours necessary to meet operating and business needs
- Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
- Demonstrates effective interpersonal and communication skills, both verbally and in writing
- Ability to handle sensitive matters and maintain confidentiality
Education & Experience
- High school diploma or equivalent.
- Minimum of three years of experience in an office environment or an equivalent combination of education and experience.