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National law firm is seeking a high-level Legal Executive Assistant to join their Boston office. This position requires five days on-site in our Boston, MA office and requires a 40-hour work week supporting a 9:00 am – 6:00 pm daily schedule.
MUST have 5+ years’ legal executive assistant experience.
Job duties:
- Draft engagement letters appropriate to the type of engagement or client, being mindful of partner preferences for fee deferrals, rate structure, discounts, engagement limitations, etc.
- Work with the Conflicts Department to clear any conflict issues; completes and files new business memoranda. Alerts team of new client or matter and communicates client-specific guidelines, if any.
- Works directly with other Departments to assist partner in onboarding new clients; establish client-specific procedures, e.g., creating and organizing Propel rooms, if necessary, and communicate same to team.
- Provides leadership to build relationships crucial to the success of onboarding a client; assist partner’s in creating and maintaining a strong client-centric plan around the wants, needs and interests of the clients.
Business Development and Client Maintenance
- Assist the partner with business development efforts, including but not limited to organizing and maintaining key contact information, plus categorization of contacts, adding contacts to relevant communication lists and monitoring outreach efforts to said contacts helping the partner stay in touch with priority contacts. Coordinate with Marketing and Finance on pitch preparation, including ordering relevant background research, sales materials and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with suitable lead and pitch information; may be asked to attend business development meetings with Marketing personnel and schedule, assist and create appropriate actionable items after said meetings.
- Ensures regular contact with key clients; invites clients to key events; manages LinkedIn and other social media platforms to maintain contact with key clients; setup and review search engine alerts, e.g., Manzama or Google, for client or prospective client news articles; subscribe clients to relevant mailing lists.
- Support partner in managing their social media content (predominantly LinkedIn and Twitter) by drafting messages and posts, connecting with relevant clients, prospects and other vital contacts in the partner’s network, posting/sharing relevant content.
- Maintain partner’s bio and social media profile(s) with relevant new information such as new key clients, and significant experience.
- Substantive support of attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients’ assistants).
Client Billing
- Review and edit monthly prebills and draft bills for narrative accuracy, spelling, consistency with client procedures and expectations, and substance, learning and dependably applying partner-specific billing practices (e.g., usual write-offs or “no charge” items, cost entries, transfers, adherence to client format practices, etc.). Communicate any client narrative guidelines with timekeepers.
- Check prebills for conformity to special billing engagement arrangements (deferrals, rates, caps, etc.). Ensure prebills are completed timely to meet the monthly billing deadline. Assist in the finalization of monthly bills.
- Respond to client requests for month-end estimates.
- Assist in monitoring A/R and collections and identifying issues.
- Closely coordinate with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
- Access will be granted to the Finance Department’s Aderant System for complete ownership and execution of the billing process for a select group of partners and their assistants.
- Possess knowledge for handling and tracking deal wire payments, occasional handling of client investment checks.
Practice Administration (may include)
- Support partner in relevant practice administration duties, including maintaining, creating or updating relevant reports and budgets.
- Project management of key practice administration initiatives.
- Prepare agendas and materials for practice group meetings, practice administration or practice group initiatives.
Additional Duties
- Manage and prioritize a highly active calendar of appointments/events (coordinate, manage and maintain partner schedules, client meetings, Board of Directors meetings, speaking engagements, programs, events and general appointments), allowing for transition time from one meeting to the next.
- Keeps partner well informed of upcoming commitments and responsibilities, follows up appropriately and proactively and provides solutions to calendar conflicts/jams.
- Takes initiative to ensure the partner is prepared for calendar events by providing the right documents, information, or meeting logistics.
- May be asked to attend meetings in the partner’s absence and present partner’s comments; create and manage actionable items from meetings; take ownership of items from inception through completion.
- Successfully completes critical aspects of deliverables with a hands-on approach that facilitates a partner’s ability to effectively assist clients.
- Screen calls and in-person requests while using excellent judgment when responding to various requests for time in a “gatekeeper” role to ensure the partner’s schedule is followed.
- Streamline, analyze, compose, and prepare confidential correspondence; copy, review outside mail, scan and file documents and maintain partner’s data (electronic or paper).
- Arrange highly detailed and complex travel plans, itineraries, and agendas; understand travel preferences and affinity programs, while managing travel costs.
- Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
- Substantive support of attorneys who teach by helping with curriculum, syllabus, posting and maintaining course information/student information on university website.
- Substantive support of partner who sits on board or is a high-ranking member of a professional organization such as the ABA.
- Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; and adjusting plans with little to no supervision.
- Actively seeks ways to apply new methods of working, improvements in work processes, and supports an exchange of ideas amongst teams or colleagues.
- Provide backup support to other partners or team members as necessary, demonstrating flexibility and adaptability with a positive demeanor.
- Actively seek ways to apply new working methods, improvements in work processes, and support an exchange of ideas amongst teams or colleagues.
- At all times, represents Firm and leadership in a highly polished and professional manner.
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