Executive Assistant (SM)

Job Description Summary:

The Firm’s Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, and includes tasks such as: business development, maintaining client relationships, and overseeing contact management. EA’s are responsible for thoroughly managing and reducing some of the partner’s administrative duties thereby giving the partner more time to dedicate to attorney-specific duties. This includes proactively managing the partner’s day-to-day schedule and operations. Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation, are just some of the functions that are all integral to this role.
This position offers a hybrid schedule and requires three days onsite in our Santa Monica office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

• Meticulously manage and prioritize an exceptionally active calendar of appointments/events.  This may include a wide variety of commitments such as coordinating, managing, and maintaining partner schedules, arranging client meetings, setting up speaking engagements, programs, oversight of events, and general appointments.
• Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.
• Take initiative to ensure the partner is prepared for their day, week as well as any scheduled meetings or business travel. 
• Screen calls and in-person requests applying excellent judgment when responding to requests for partner time. Serve as a “gatekeeper” ensuring the partner’s schedule is strictly adhered to and is optimized for efficiency and productivity.
• Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature requiring a keen attention to detail, discretion, and a thorough understanding of both the context and content. Apply any partner preferences, as necessary.
• Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, and consistently maintaining the partner’s files (predominantly electronic and some paper records) showing proficiency in handing in line with the Firm’s confidentiality and security policies.
• Arrange detailed travel plans and provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
• Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time effectively; gaining the cooperation of others; vigilantly monitoring progress; problem-solving; and adjusting plans with minimal supervision.
• Enhance partner’s standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).
• Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.
• Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes. Encourage and support an exchange of ideas amongst teams or colleagues helping to enhance collaboration across the Firm.
• Perform complex and specialized administrative tasks using independent judgment.
• Solid understanding of the litigation process; familiarity with e-filing procedures and patent litigation; may assist with filings.
• At all times, represent Firm and leadership in a highly polished and professional manner.
• Perform other related duties or special projects, as assigned.

Client Billing:

• Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner’s preferred billing practices (e.g., usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.). Assist in the finalization of monthly bills.
• Respond to client requests for month-end estimates, as necessary.
• Assist in monitoring A/R and collections and identify issues, as necessary.
• Work closely with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
• Depending on the requirements for specific partners, an EA may be granted access to the Finance Department’s Aderant System, which enables complete ownership and execution of client billing for the partner.
• Possess knowledge for handling and tracking deal wire payments. Provide occasional handling of client investment checks.

Business Development and Client Maintenance:

• Assist partner in business development efforts which may include: organizing and maintaining the partner’s key contacts including categorization of contacts, adding contacts to relevant lists, and monitoring outreach efforts to key contacts so partner stays in touch with the most important people in their network; coordinating with Marketing and Finance on pitch meeting preparation, including ordering relevant background research, sales materials and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with relevant lead and pitch information; scheduling and assisting with appropriate follow up items after business development meetings.

• Support the partner with client maintenance by onboarding new clients; ensuring regular contact with key clients; managing LinkedIn and other social media to stay in contact with crucial clients; setup and review Manzama and Google alerts for client or prospective client news articles; subscribe clients to relevant mailing lists.
• Working in conjunction with the business development team, may be asked to support partner in managing their social media platforms (predominantly LinkedIn and Twitter) by drafting messages and posts, engaging with relevant clients, prospects, and key individuals 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, significant experience, achievements, and other noteworthy developments.
• Plan, book, and organize small events, ensuring seamless coordination and execution from initial concept to completion.
• Handle client gifting including, selecting items, maintaining a keen awareness of cultural differences, coordinate delivery, and handle recipient feedback.

Practice Administration (may include):

Support partner in their relevant practice administration duties, including:

• Maintaining, creating, or updating relevant reports, including budgets.
• Project management of key practice administration initiatives.
• Preparing agendas and materials for practice group meetings, practice administration, or practice group initiatives.
• Creating, revising, and updating specific PowerPoint presentations.
• Ability to travel as needed for trial/trial preparation.

Desired Skills and Qualifications:

• Possess a high level of anticipatory skills to prepare for any situation in a seamless manner.
• Possess excellent judgement and critical thinking skills and be proactive with solutions.  
• Take initiative to analyze areas and processes for improvement and take action to suggest and ultimately implement change.
• Capable of working independently and making decisions independently but also effective working in and with a team.
• Possess a high level of accountability. Consistently able to deliver and meet deadlines.
• Possess the ability to continually evolve and be flexible to the changing needs of the partner(s) and Firm.
• Possess an understating of financial transactions, and a strong commitment to ethical practices.
• Possess a curiosity towards continuous learning, adaptability, and progressive thinking.
• Demonstrate an eagerness to explore unfamiliar areas while maintaining an unwavering commitment to quality and professionalism.
• Excellent verbal and written skills with the ability to communicate effectively with employees at all levels across the Firm.
• Possess a high level of integrity and poise.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Working knowledge of Salesforce preferred.

Reporting to the Office Administrator, the ideal candidate will have 3+ years of experience supporting a law firm Partner or C-level Executive, preferably in the legal space. A bachelor’s degree is preferred, or equivalent experience or relevant certifications.

#LI-Hybrid

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$107,000 - $145,250

Depending on the role, the actual base salary offered may 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.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.