Executive Support Specialist

Job Description:

Responsibilities:  

• Provides administrative  and project  support  to firm leadership, including the firm’s Managing Partner and Chief of Staff.  
• Prepares routine correspondence, memoranda, and legal documents.  Must have the ability to master the skills required to complete spreadsheets, reports, and other documents according to firm guidelines.
• Manages meeting agendas, schedules, and reminders in coordination with firm leadership.  
• Assists  with creating,  maintaining, and updating data trackers and reports for firm leadership.  
• Assists  with new client intake processes.  
• Manages  complex calendars, including scheduling, and confirming meetings and conference calls.   
• Schedules and  maintains  travel arrangements  and manages travel plan changes as needed.  
• Manages  medical  insurance  claim submission  and reconciliation.   Maintains  accurate  record keeping  as it relates  to medical  claims.  
• Answers  phone calls and  takes  detailed  messages.
• Prepares and sends mail, FedEx packages, and other documents.
• Establishes and  maintains  appropriate files  and records.
• Enters  time into the firm’s time-and-billing system and  assists  with billing statements  and expense reporting,  as  requested.
• Displays a willingness to take innovative approaches to administrative support.
• Provides back-up coverage for executive assistants as needed.

Job Requirements:

Qualifications:  The successful candidate will have a combination of employment, educational, and life experience that  demonstrates  the qualities and skills below:

• Education and Experience:  You have  at least  five  years’ prior experience as an administrative professional in a law firm or similar  professional services  environment  required;  bachelor’s degree preferred.
• Knowledge and Skills:  You have advanced computer skills including knowledge of MS Word, Outlook, Excel,  PowerPoint,  document management systems, and time-and-billing systems.
• Clear  Communication and Attention to Detail:  You express yourself clearly and concisely, always highlighting the most  important information. You show great accuracy, attention to  detail  and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is  mistake  free. Top-notch spelling, grammar, and proofreading skills are necessary in this role.
• Confidentiality:  You must be able to adhere to Firm policies  regarding  the protection of confidential data and  demonstrate  sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility:  You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You  demonstrate  a "no job too big, no job too small" attitude, and take a collaborative, team- focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork:  You take ownership of your projects and follow through on their completion. You proactively  anticipate, communicate, and work to independently resolve obstacles you  encounter  in your work. You  possess  a strong customer-service orientation and ability to work well within a team and  are able to  establish  and maintain strong working relationships with employees, clients, and professionals. The ability to multi-task and work co-operatively in a team environment to meet deadlines is  required  in this role.
• Organization and Project Management:  You are comfortable balancing tasks of varying levels of  urgency and complexity  and work well under pressure with tight deadlines.
• Mission Orientation:  You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.