Washington DC
Administrative

Legal Executive Assistant – DEI

CM Legal

Legal Executive Assistant – DEI

Responsibilities
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.

Main duties and responsibilities include:
Client Service – Relationship Management

  • Fosters open and frequent communication with teammates to ensure smooth and expeditious support. 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 team.
  • 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.
  • Works closely with, and effectively manages administrative responsibilities for the team, keeping them 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. 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 activity, review of inbox, diary entries or other knowledge. Edits and reviews entries to ensure conformity to best practices. Proactively manages team to ensure entries meet submission 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 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 those assigned (when appropriate).
  • Proactively coaches team to delegate tasks to their LEA allowing the team to focus on and engage in their work. Tasks include, but are not limited to, heavy scheduling, travel coordination, document and meeting preparation, printing, scanning, copying/binding, filing, notary services, 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, offices and time zones.
  • 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.

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

 

The expected salary range for this position is between $69,000 and $103,000. The actual base salary offered will depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

  • Max. file size: 300 MB.

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