Description
The Executive Assistant/International Commercial Secretary will provide secretarial and administrative support, as required.
Responsibilities:
- Prepare attorneys' correspondence, and other legal documents as requested
- Screen incoming telephone calls
- Monitor Outlook Inbox and respond to routine incoming communications
- Able to appropriately draft information on behalf of the timekeeper with little or no direction
- Manage attorneys' calendars and can manage heavy scheduling (i.e., schedule and organize complex activities such as meetings, travel, and seminars)
- Make extensive travel arrangements through FCM (i.e., International and Domestic, last-minute travel changes, etc.) and flight check-ins
- Create and proof PowerPoint presentations, when needed
- Enter time entries into Intapp Time
- Interact with Accounting to process monthly Bills (i.e., interact with other timekeepers and distribute bills for their review, review to ensure revisions have been made to bills, if needed, etc.)
- Prepare and process expense reports through Chrome River
- Process vendor invoices for payment
- Maintain and update the electronic filing system, and retrieve information from files, when needed
- Respond to regularly occurring requests for information
- Type general correspondences, memos, charts, tables, graphs, business plans, etc. Proofread copy for spelling and grammar making appropriate changes
- Volunteer to assist others in practice group and office
- Work harmoniously in a team environment and foster team spirit
- Share information and expertise readily with staff members at all levels
Skills and Experience:
- High School Diploma or equivalent; some College preferred; secretarial Degree preferred
- Strong experience as an Executive Assistant/Legal Secretarial; work experience in a legal or professional services environment
- Intermediate knowledge of Word, Excel, and PowerPoint
- Possess an Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc.)
- Attention to detail and accuracy
- Work independently prioritizing work and meeting deadlines
- Knowledge of marketing resources and relevant materials
- Excellent verbal and written communication skills
- Actively pursues opportunities for self-development/collaboration
- Able to understand the Firm structure and available resources
- Look for ways to improve processes and/or procedures
- Some analytical ability is required to find solutions to various administrative problems and prioritize work
- Collaborate well with others at all levels
- Maintain professional interaction with clients
- Can take initiative (i.e. trouble-shooting) in certain instances wherein insufficient and/or lack of instruction is provided
- Work well under pressure with intense deadlines
- Have solid organizational and planning skills
- Problem Analysis and problem-solving skills
- Judgment and decision-making ability
- Maintain high levels of confidentiality
- Team Player
Physical Requirements:
- Fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
This position is bonus eligible and includes benefits such as medical, dental, vision, and 401(k) based on number of hours worked. The US base compensation for this position is expected to be $110,000 annually if located in an office in the state of California. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process