Executive Assistant

Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.

The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”. 

Job Summary (basic description)

In this role, the Executive Assistant is responsible for providing high-level administrative and operational support to the Firm Managing Partner, Office of General Counsel and other key leaders to ensure facilitation of key matters and relationships.  This person will act as a truster partner in supporting a range of areas including, but not limited to, Firm leadership matters, key client or account administration and reporting, maintenance of firm documents; completion of expense reports; calendar maintenance, and other legal tasks, as necessary. The successful incumbent takes a tactful approach to confidential and discrete matters, and displays a sense of urgency and client service in the execution of tasks.

Essential Functions

• Act as trusted partner to Firm Managing Principal with responsibilities including but not limited to managing schedule, booking travel, managing expenses, ordering gifts, and discrete data synthesis and research tasks
• Provide legal and administrative support to the Office of General Counsel on critical firm matters requiring high levels of confidentiality and sensitivity
• Liaison with firm and client senior leadership regarding support for key clients or accounts
• Support administrative needs of Board of Directors including meeting planning, document preparation and keeping meeting minutes
• Proactively monitor internal Firm activities and support key communications; collaborate with relevant Business Services teams as applicable
• Provide administrative support for key client including monitoring active matters, creating and updating reports, providing updates to senior leadership, and managing invoices and payments
• Manage documentation regarding policies and processes for large firm client(s)
• Partner with internal billing team to ensure accurate and timely billing practices for key client(s) including providing regular updates to senior leadership
• Proactively maintain calendar and appointments; monitor upcoming deadlines and communicate updates appropriately to relevant individuals and teams
• Analyze, review and organize documents and data from materials received from clients and prepared for sensitive matters
• Analyze and review privileged documents to assist attorneys
• Compile summaries of active matters and other pertinent client and attorney details for analysis and remediation  
• Conduct limited legal research, including but not limited to, Lexis and Pacer research.
• Assume additional responsibilities as requested

Skills and Educational Requirements:

• Experience supporting multiple senior attorneys or executives at one time.
• Proficiency in Windows environment including Word, Excel, PowerPoint and Outlook; ability to summarize data in charts and pivots, and support the organization and preparation of board level documents and presentations
• Experience communicating directly with clients on legal matters and billing needs.
• 7+ years minimum experience legal environment, preferably in labor and employment law.
• Paralegal experience preferred.
• Solid understanding of basic technical legal terminology.
• Solid experience in working with document database system (NetDocs or similar).
• Familiarity with state and federal rules and procedures, general legal procedures.
• Familiarity with billing software (InTapp or similar) and expense reporting software (Concur or similar) a strong plus.
• Strong verbal and written communication skills, as well as excellent proofreading skills and detail orientation.
• Ability to multi-task while maintaining quality work product and timely respond to deadlines as well as ability to balance workload with competing priorities.
• Ability to handle and protect sensitive information with the utmost discretion and confidentiality.
• Strategic problem-solving skills necessary to proactively spot issues and find solutions
• Strong interpersonal skills and ability to work well in a busy team environment and communicate with colleagues and attorneys on every level.
• Reliable with punctuality and attendance.
• An associate degree or 4-year college degree preferred, or relevant experience considered.

For California, the expected salary range for this position is between $55.00/hour and $65.00/hour.   The actual compensation will be determined based on experience and other factors permitted by law. 

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We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.