Legal Executive Assistant

Ropes & Gray is a preeminent global law firm seeking a Legal Executive Assistant to support industry-leading lawyers. The role involves managing day-to-day activities, client relationships, and billing processes while ensuring confidentiality and exceptional service.

Responsibilities

• Fosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers
• Cross-trains teammates ensuring same first-class service while away or out of the office
• Provides superior client service with internal and external clients displaying a proactive, 'can do' attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers
• Acts as the gatekeeper prioritizing conflicting needs
• Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion
• Suggests new processes/procedures to expedite projects and day-to-day workflow
• Demonstrates intimate knowledge of assignment’s work habits and preferences
• Anticipates needs and shepherds work forward with limited direction
• Develops strong understanding of (assigned lawyer’s) practice and clients
• Maintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter lists
• Works closely with, and effectively manages, assigned lawyers’ practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Efficiently reconciles and processes expenses
• Reviews inbox, diary entries, calendar and other items to classify business and personal expenses
• Reviews Chrome River and American Express Card to allocate expense items
• Obtains receipts from lawyer or other means if available
• Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary
• Actively manages timekeepers’ diaries
• Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge
• Edits and reviews entries to ensure conformity to best practices
• Proactively manages lawyers to ensure entries meet submission deadlines
• Obtains subject matter expert level knowledge of the billing process
• Proactively communicates and collaborates with assigned billing coordinators
• Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client
• Assists in meeting targets and year-end deadlines
• Composes, edits and proofreads correspondence, presentations and other documents
• Demonstrates exceptional technological/document production skills
• Proactively coordinates internal/external meetings with limited direction
• Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate)
• Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately
• Monitors lawyer’s travel to ensure smooth arrival and departure
• Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.)
• Manages airline check-in and boarding passes for assigned lawyers (when appropriate)
• Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice
• Tasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment
• Demonstrates an exceptional understanding of Microsoft Outlook
• Utilizes creative problem solving skills to solve challenging scheduling requirements
• Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones
• Monitors attorney’s inbox
• Cleans-up, organizes and/or responds per lawyer preferences
• Organizes and cleans up Outlook folder structure
• Ensures client/matter related documents and emails are stored in iManage Workspaces
• Actively contributes in secretarial huddles and other team related activity
• Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary
• Maintains subject matter level expertise in the Firm’s core applications
• Understands and adheres to best practices
• Performs other work-related duties as assigned

Skills

• Supports and demonstrates fluency in the Firm's Trusted Advisor and Proactive Assistance programs
• Demonstrates a professional demeanor in appearance and behavior
• Maintains strict confidentiality in all interactions
• Possesses strong interpersonal skills
• Demonstrates a solid ability to communicate with all levels of the organization
• Possesses exceptional verbal and written communication skills adhering to proper business writing standards
• Demonstrates a keen eye for detail in informal and formal communications
• Maintains a positive and professional attitude at all times
• Works effectively with other departments, seeking solutions to business problems
• Demonstrates an intellectual curiosity and continuous drive to improve service
• Demonstrates an openness to constructive feedback and a flexibility to adjust behavior or performance as needed
• Fosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers
• Cross-trains teammates ensuring same first-class service while away or out of the office
• Provides superior client service with internal and external clients displaying a proactive, 'can do' attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers
• Acts as the gatekeeper prioritizing conflicting needs
• Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion
• Suggests new processes/procedures to expedite projects and day-to-day workflow
• Demonstrates intimate knowledge of assignment's work habits and preferences
• Anticipates needs and shepherds work forward with limited direction
• Develops strong understanding of (assigned lawyer's) practice and clients
• Maintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter lists
• Works closely with, and effectively manages, assigned lawyers' practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Efficiently reconciles and processes expenses
• Reviews inbox, diary entries, calendar and other items to classify business and personal expenses
• Reviews Chrome River and American Express Card to allocate expense items
• Obtains receipts from lawyer or other means if available
• Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary
• Actively manages timekeepers' diaries
• Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge
• Edits and reviews entries to ensure conformity to best practices
• Proactively manages lawyers to ensure entries meet submission deadlines
• Obtains subject matter expert level knowledge of the billing process
• Proactively communicates and collaborates with assigned billing coordinators
• Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client
• Assists in meeting targets and year-end deadlines
• Composes, edits and proofreads correspondence, presentations and other documents
• Demonstrates exceptional technological/document production skills
• Proactively coordinates internal/external meetings with limited direction
• Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate)
• Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately
• Monitors lawyer's travel to ensure smooth arrival and departure
• Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.)
• Manages airline check-in and boarding passes for assigned lawyers (when appropriate)
• Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice
• Tasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment
• Demonstrates an exceptional understanding of Microsoft Outlook
• Utilizes creative problem solving skills to solve challenging scheduling requirements
• Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones
• Monitors attorney's inbox
• Cleans-up, organizes and/or responds per lawyer preferences
• Organizes and cleans up Outlook folder structure
• Ensures client/matter related documents and emails are stored in iManage Workspaces
• Actively contributes in secretarial huddles and other team related activity
• Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary
• Maintains subject matter level expertise in the Firm's core applications
• Understands and adheres to best practices
• Performs other work-related duties as assigned

Benefits

• Comprehensive health and well-being benefits
• Personal and professional development
• Career growth opportunities
• Collegial and supportive culture
• Discretionary bonus based on performance

Company Overview

Company H1B Sponsorship

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