Legal Executive Assistant, Cleary Gottlieb Steen & Hamilton LLP, Washington, DC
Cleary Gottlieb Steen & Hamilton LLP -
Washington, DC,
US
Legal Executive Assistant
Date Posted: 2024-06-25
Job description
Overview
The Legal Executive Assistant (LEA) plays an integral role in providing administrative and assistant support to multiple attorneys in the Firm's Washington, D.C. office. This role requires an individual who is comfortable in a fast-paced environment, who is agile at juggling multiple priorities and working onsite at least three times per week. An LEA may be assigned to work with partners, counsel and senior attorneys or associates via direct assignment or as a member of a dedicated support team. This individual is personable, responsive and proactive with a strong work ethic and a "can-do" attitude. The position requires performing diversified and confidential duties to enhance attorneys' productivity. The role hinges on broad and comprehensive experience, skill and knowledge of Firm policies and practices.
Responsibilities
At Cleary Gottlieb, all members of our community deserve respect as individuals and appreciation for the contributions they make to our community. We champion diversity, equity, and inclusion, and creating equal opportunities to develop and succeed.
The Legal Executive Assistant (LEA) plays an integral role in providing administrative and assistant support to multiple attorneys in the Firm's Washington, D.C. office. This role requires an individual who is comfortable in a fast-paced environment, who is agile at juggling multiple priorities and working onsite at least three times per week. An LEA may be assigned to work with partners, counsel and senior attorneys or associates via direct assignment or as a member of a dedicated support team. This individual is personable, responsive and proactive with a strong work ethic and a "can-do" attitude. The position requires performing diversified and confidential duties to enhance attorneys' productivity. The role hinges on broad and comprehensive experience, skill and knowledge of Firm policies and practices.
Responsibilities
- Act as a liaison between attorneys and deliver superior support across Legal Executive Assistance (LEA), Office Operations and Client Concierge services
- Serve as an ambassador for both the Firm and assigned attorneys in interactions with clients and Firm guests ensuring a top-notch client and guest experience
- Resolve issues with a high level of attention to attorney preferences; provide accurate, valid and complete information in response to requests by resourcefully leveraging available tools and systems
- Proactively think ahead to meet and exceed expectations of assigned attorneys
- Build sustainable relationships of trust through open and interactive communication
- Go the extra mile to engage lawyers and reduce attorney focus on administrative matters
- Understand request requirements by reviewing requests thoroughly, clarifying needs and asking thoughtful questions
- Collaborate with colleagues across functions to successfully complete and resolve requests to the attorney's and Firm's satisfaction
- Request and follow-up on conflict checks, open new client matters and submit electronic approvals, as needed Create, edit and process client and vendor bills and invoices as applicable
- Coordinate audit response letters and engagement letters as needed
- Enter, proofread and finalize diaries
- Create, format, edit, proofread, compare, print, scan and photocopy documents in Word, Excel and PowerPoint; prepare faxes, PDFs and duplicating
- Act as a proactive gatekeeper of attorneys' calendar and time by performing heavy calendaring in Outlook as required by assignment; manage contacts lists and send invitations.
- Screen internal and external correspondence, emails, memos and reports as required by assignment; assess priority and distribute in a timely manner
- Answer phones; take and communicate accurate messages with appropriate urgency and follow up as necessary, route calls to appropriate legal and non-legal staff members
- Enter contacts, update information and create event lists and mailing lists in Dynamics
- Coordinate absence memorandums per attorneys' specifications
- Arrange, coordinate and organize travel with support from onsite agents and the online travel booking tool
- Prepare and submit expense reports and reimbursements
- Create and maintain case lists
- Manage conference room reservations; organize services/set ups, advise building's lobby desk of visitors
- Manage filing in iManage and personal workspaces; index and maintain file drawers as necessary
- Conduct research as requested
- Provide absence coverage as needed
- Participate actively in the development and maintenance of LEA shared resources
- Perform personal tasks (not limited to printing, filling out applications, billing, etc.)
- Train new employees on Cleary's support standards, systems, policies and procedures
- Perform other duties as assigned
- Bachelor's degree or 2+ years of administrative support experience in a legal or professional services environment
- Experience handling matters of a confidential and sensitive nature
- Exhibits a strong attention to detail and ability to thoroughly complete tasks with minimal direction
- Demonstrates a strong work ethic and a positive, "can-do" attitude
- Strong organizational skills and the ability to manage time well, prioritize effectively and handle multiple deadlines
- Flexibility and adaptability to changing priorities
- The ability to speak a second language is a plus
- Flexibility on working hours and weekends
- Technology: Proficient in all the technology and software used at the Firm. This includes, but is not limited to, basic office equipment, Microsoft Office Suite, time entry software, Chrome River, Outlook, InterAction, Workday, iManage and travel services and tools
- Communication: Is able to receive, process and deliver accurate verbal and written messages in the correct manner, chooses the appropriate communication style for the situation and conveys information clearly, concisely and logically
- Service Orientation: Actively listens, anticipates and proactively attends to attorney and client (both internal and external) needs in more than just a transactional way, is knowledgeable of where to direct attorney and client questions/concerns, capable of making every client or guest feel valued, works well under pressure and is able to prioritize competing requests
- Interpersonal skills: Is approachable, dependable, collaborative and professional. Works well in a team oriented environment, ability to interact effectively with people at all organizational levels of the Firm and is able to leverage resources and tools to accomplish tasks
At Cleary Gottlieb, all members of our community deserve respect as individuals and appreciation for the contributions they make to our community. We champion diversity, equity, and inclusion, and creating equal opportunities to develop and succeed.