Executive Assistant

Overview

• Provide high-level administrative support to firm leadership, ensuring smooth operations and effective communication.
• Coordinate complex schedules, meetings, and travel arrangements for executives.
• Prepare correspondence, memoranda, legal documents, and reports adhering to firm standards.
• Assist with client intake processes and maintain accurate records and data trackers.
• Manage medical insurance claims and ensure proper reconciliation and documentation.
• Support billing processes, including time entry and expense reporting.
• Provide backup coverage for executive assistants as needed.
• Uphold confidentiality and demonstrate sensitivity in handling confidential matters.

Key Responsibilities & Duties

• Manage executive calendars, including scheduling and confirming meetings and conference calls.
• Coordinate travel arrangements and handle changes to travel plans as required.
• Prepare and send mail, packages, and other documents efficiently.
• Establish and maintain organized files and records for easy accessibility.
• Assist in creating and updating data trackers and reports for leadership.
• Provide administrative support for firm meetings, including agendas and reminders.
• Ensure accurate time entry and assist with billing statements.
• Demonstrate initiative in resolving obstacles and improving administrative processes.

Job Requirements

• Bachelor’s degree preferred, with at least five years of administrative experience in a professional services environment.
• Advanced proficiency in MS Office Suite, document management systems, and time-billing software.
• Exceptional organizational skills and ability to manage multiple tasks under tight deadlines.
• Strong communication skills with attention to detail and accuracy.
• Ability to maintain confidentiality and exercise good judgment in sensitive matters.
• Flexibility to adapt to changing priorities and responsibilities.
• Demonstrated initiative and ownership in completing projects and resolving issues.
• Passion for supporting civil rights and public interest law initiatives.