Legal Executive Assistant

Ropes & Gray Boston , MA 02298

Posted 3 months ago

Become a Legal Executive Assistant (LEA) at Ropes & Gray. Why? Because with great responsibilities come great opportunities: to work alongside industry-leading lawyers; to serve as an attorney's right hand and play a vital role managing day-to-day activities; and to join the practice as an integral member of the group, managing the flow of information as you screen, organize and prioritize requests from both internal and external clients.

Being an LEA at Ropes & Gray means being challenged and rewarded. It's a role ideal for a self-starter with high energy who can work independently and identify creative solutions to complex business problems.

We have over 90 Legal Executive Assistants in our Boston office and are currently hiring for multiple openings.

  • Legal Executive Assistant (Traditional) - supporting Corporate, Trust & Client Services, OR Trademark & IP practice groups

  • Legal Executive Assistant (Service Center)

Your application will be considered for all available LEA positions.

ESSENTIAL CAPABILITIES:

  • 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.

  • Knowledge of Trademark/IP processes including docketing subject matter highly desirable.

MAIN DUTIES AND RESPONSIBILITIES:

Client Service Relationship Management

  • 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.

Billing Management

  • 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.

Project Management

  • 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 FileSite Workspaces.

Training and Professional Development

  • 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.

OTHER RESPONSIBILITIES:

Performs other work-related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

  • College degree or equivalent.

  • Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.

  • Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.

  • Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff and clients.

  • Expert communication skills.

  • Experience in Trademark/IP docketing procedures highly desirable

  • Proactive approach to problem-solving and strong decision-making capability.

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant Legal

Beth Israel Deaconess Medical Center

Posted 1 week ago

VIEW JOBS 1/17/2020 12:00:00 AM 2020-04-16T00:00 Job Posting Job Summary: Provides confidential, administrative support to the attorneys and directors in the Legal Department, requiring knowledge of legal processes and the ability to meet priority deadlines, and ensures responsive, client-focused results consistent with the mission and philosophy of Beth Israel Lahey Health. Essential Responsibilities: * Draft and handle confidential documents and materials, understand and meet deadlines and communicate with clients and external stakeholders. * Heavy calendar management for multiple attorneys and directors, including but not limited to planning and scheduling complex meetings with internal and external clients, room scheduling, preparation of meeting notices and agendas, preparation of meeting materials, anticipating equipment and catering requests. * Prepares or compile materials, reports and files for meetings, telephone calls and conferences to ensure that attorneys and directors are adequately prepared. * Organize, integrate and maintain department hard and electronic files in a confidential manner consistent with best practice for legal offices in order to facilitate expeditious retrieval of materials * Prepare, download, copy and/or run reports from departments databases and distribute them as appropriate and/or requested by supervisor or department leadership. * Manage all travel arrangements for attorneys and directors for training, conferences and business trips, including air travel, accommodations and reservations. Prepare and maintain list of related travel and other expenses to ensure proper reimbursement for attorneys and directors. * Create and edit PowerPoint presentations as needed by the attorneys and directors. Draft and edit correspondence and other legal documents. * Perform all other administrative functions consistent with an individual in this role, as required by the Office of the General Counsel. Required Qualifications: * Associate's degree required. * 3-5 years related work experience required. * Minimum three years in an administrative support role, preferably in a legal practice setting. Experience managing highly confidential and sensitive information in a professional and discreet manner. General knowledge of legal processes and the health care field including agencies and organizations. * Ability to plan, develop, and coordinate multiple projects. Ability to gather data, compile information, and prepare reports. * Ability to use independent judgment and to manage and impart confidential information. * Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases. Competencies: * Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance. * Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents. * Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager. * Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers. * Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers. * Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations. * Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services. * Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations. Physical Nature of the Job: Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally Beth Israel Deaconess Medical Center Boston MA

Legal Executive Assistant

Ropes & Gray