Legal Executive Assistant

Job Description:

Responsibilities:

• Provides executive administrative support for firm attorneys (both those who are assigned and others as needed) and displays excellent follow-up skills.   
• 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 complex calendars, including scheduling, and confirming meetings and conference calls.   
• Schedules and maintains all travel arrangements from beginning to end, service as the point person for any adjustments as needed.   
• Manages end-to-end process for medical billing and reconciliation.  Maintains accurate record keeping as it related to medical billing.  
• 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 the firm’s receptionist and other 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: Bachelor’s degree preferred; at least three years’ prior experience as an administrative professional in a law firm or similar professional-services environment required.
• Knowledge and Skills: Advanced computer skills including knowledge of MS Word, Outlook, Excel, document management systems, and time-and-billing systems is required.
• 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.