Job Description
Job Summary
The Legal Executive Assistant (LEA) serves as a key partner to attorneys, providing high-level administrative and operational support while managing day-to-day responsibilities. This role involves acting as an attorney’s right hand—screening, organizing, and prioritizing requests from both internal and external clients to ensure work flows efficiently and deadlines are met.
This position is ideal for a motivated self-starter with strong energy and independence who enjoys problem-solving, managing competing priorities, and contributing meaningfully to the success of a legal practice.
Essential Capabilities
• Demonstrates alignment with trusted advisor and proactive assistance principles.
• Maintains a polished, professional demeanor and exercises strict confidentiality in all interactions. Communicates effectively with individuals at all levels of the organization.
• Exhibits exceptional written and verbal communication skills with strong attention to detail and adherence to business writing standards.
• Maintains a consistently positive and professional attitude while collaborating across departments to solve business challenges. Demonstrates curiosity and a drive for continuous improvement.
• Remains open to feedback and flexible in adjusting performance or approach as needed.
Responsibilities
Client Service – Relationship Management
• Maintains open and consistent communication with teammates to ensure seamless support for assigned attorneys, including cross-training colleagues to maintain continuity of service during absences.
• Delivers high-quality service to internal and external clients with a proactive, solutions-oriented mindset when handling communications and requests on behalf of attorneys.
• Acts as a gatekeeper by prioritizing competing demands and managing matters independently, confidentially, and efficiently through completion. Recommends process improvements to enhance workflow.
• Follows attorney-specific scheduling preferences to maximize efficiency, consolidating meetings, preparing materials, and confirming logistics in advance.
• Develops a deep understanding of assigned attorneys’ work styles and preferences, anticipating needs and moving tasks forward with minimal supervision.
• Builds strong familiarity with attorneys’ practices and clients, maintaining accurate client contacts and detailed matter information in firm systems.
• Keeps attorneys informed of upcoming commitments and priorities, following up as needed and maintaining awareness of recurring obligations such as boards or committees.
Billing Management
• Reconciles and processes expenses on a daily basis.
• Reviews calendars, inboxes, and expense platforms to properly classify business and personal expenses, allocating charges accurately and resolving outstanding items within required timeframes.
• Actively manages attorney timekeeping by drafting, reviewing, and editing diary entries based on knowledge of attorney activity and communications. Ensures compliance with billing best practices and deadlines.
• Collaborates closely with billing coordinators to review proformas, track edits, and finalize invoices for timely client delivery.
• Supports attorneys in meeting billing targets and year-end requirements.
Project Management
• Drafts, edits, and proofreads correspondence, presentations, and other documents, demonstrating strong technical and document production skills.
• Coordinates internal and external meetings with minimal direction, arranging logistics such as conference rooms, visitor access, video conferencing, and dial-in details.
• Manages attorney travel using online tools and agent assistance, monitoring itineraries to ensure smooth arrivals and departures. Maintains updated travel preferences and prepares contingency plans when needed.
• Encourages delegation of non-billable administrative tasks to allow attorneys to focus on legal work, including document handling, filings, notary services, and shipment coordination.
• Demonstrates advanced proficiency in Microsoft Outlook, managing complex scheduling across multiple calendars, attorneys, clients, offices, and time zones.
• Oversees attorney inboxes by organizing, responding, and filing communications according to established preferences and document management systems.
Training and Professional Development
• Actively participates in team meetings, training sessions, and knowledge-sharing initiatives.
• Maintains strong proficiency in core applications and systems, following best practices and operational standards.
Qualifications
• Bachelor’s degree or equivalent experience.
• Expert proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; experience with legal and billing software preferred.
• Strong organizational and multitasking skills with the ability to prioritize effectively in fast-paced, high-pressure environments.
• Excellent interpersonal skills and the ability to build strong relationships with attorneys, executives, staff, and clients.
• Prior experience supporting boards or senior committees is a plus.
• Demonstrates sound judgment, proactive problem-solving abilities, and strong decision-making skills.
Compensation and Total Rewards
This role is eligible for a discretionary performance-based bonus. Compensation is determined based on qualifications, experience, geographic location, market data, and internal equity.