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Reed Smith LLP · 2 days ago

Executive Assistant - (Hybrid Schedule)

Chicago, IL

Full-time

Hybrid

Senior Level

$36.26/hr - $44.23/hr

5+ years exp

Reed Smith LLP is a dynamic international law firm dedicated to helping clients move their businesses forward. The Executive Assistant role is responsible for providing high-level, executive and confidential administrative support, including calendar management, client interactions, and legal document preparation.

AdviceConsultingLegal

Responsibilities

Specialized legal support leading to exceptional client service

Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (zoom links, locations, contact information), often across time zones and multiple busy calendars

Liaise with internal and external clients and support services (e.g. IT, Travel, and Office Services as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events and travel

Leveraging the Firm’s Travel Department while overseeing all aspects of travel planning, logistics, details and execution, to attorney’s preferences, aiming to be efficient with the attorney’s time during business trips, and keeping client-related components of business trips at the forefront

Track all follow-up requests (meetings, materials, deliverables)

Approach all client interactions, either in writing, by telephone or in person, with professionalism, discretion, and diplomacy, as a representative of the attorney, the practice team and the Firm

Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Proactively prepare or coordinate preparation of background materials and due diligence for meetings to ensure attorney is prepared for meetings, events and interactions

Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda

Build and maintain an effective working relationship with personnel at all levels. Effectively manage communications with high-level internal and external constituents

Process Matter Opening Forms promptly, ensuring timely follow up and assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters opened

Contribute to success of the attorney’s financial and client growth goals

Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response

Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes

Work in conjunction with Firm’s Business Center to ensure prompt processing of all expenses

Process timesheets daily, drafting entries and following up as appropriate

Onsite responsibilities may include meeting clients in a professional manner; use of standard office equipment, including copiers and scanners; maintaining physical files; reviewing jobs for quality assurance; and providng support to attorneys outside of team assignments

Provide support outside of standard working hours, including during evenings and weekends as needed

Additional duties as assigned

Corporate Tasks as required

Westlaw/Research: Perform internet research. Request UCC lien/litigation/bankruptcy searches from various entities (both state and county). Request certified copies of formation documents from various entities (both state and county); File formation documents with various entities (both state and county)

Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts (i.e., for purposes of tax filings); Retrieve documents from files as needed

Maintain Client Minute Books

Litigation Tasks as required

E-Filings: Federal, State and appellate court filings. Scheduling remote court appearances

Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands

Depositions: Schedule court reporter for hearing and/or depositions, download transcript, and/or send to client for review

Qualification

Microsoft Office SuiteCalendar ManagementOrganizational SkillsProject ManagementCommunication SkillsDiscretionProblem-SolvingTime ManagementFlexibilityTeamwork

Required

Two years of college or equivalent experience required

Five plus years experience in a high-level administrative support position

Expert organizational skills

Top-notch time management skills

Streamlined and polished communication style

Problem-solving orientation

Ownership of the role and the responsibilities

Meticulous attention to detail

Ability to remain calm and poised in times of high stress

Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents

Advanced Outlook skills including the calendaring and task functions

Facility with Zoom and MS Teams

Ability to handle confidential and sensitive matters professionally and with discretion

Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations

Good decision maker

Strategic thinker

Proven ability to manage time, people and resources in order to meet deadlines

Demonstrated ability to take initiative, manage projects and handle multiple competing priorities

Flexibility and ability to adapt to constantly changing priorities

Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use

Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis

Ability to utilize technology, including computers and telecommunication devices

Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision

Ability to effectively communicate with various personalities at all levels

Ability to work a minimum of 4 days in the office (and up to 5 days if required) as a member of the EA team that is required to provide coverage in the office 5 days a week