Position summary

This executive assistant role is responsible for providing high-level, executive, and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; a communicator linking the practice team, clients, and the broader organization.

Job duties and 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 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 contact lists, promptly adding new contacts upon introduction to the attorney and keeping up to date as contact information changes
Work in conjunction with the 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 providing 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
Schedule 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

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education

Two years of college or equivalent experience required
College degree or equivalent experience is preferred

Experience

Five plus years of experience in a high-level administrative support position
Experience in a law firm or other professional services firm preferred

Skills

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

Additionally

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, and 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 deal with stress associated with a fast-paced work environment, including handling the demands of multiple tasks on a daily basis
Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision
Project management skills/training, a plus

Other

Supervisory responsibilities
None

Equipment to be used
Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.

Essential job functions

Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use
Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities
Ability to communicate effectively
Ability to maintain attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgment to decisions
Ability to access, use, and safeguard confidential and sensitive information while performing job responsibilities in work environments that support confidentiality, privacy, and information security requirements
Ability to work extended hours as required to meet project, client, or business needs
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

Working conditions
Works in a typical office setting and/or remotely. You will be required to work in the office a minimum of 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Pay ranges

This represents the presently anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including, but not limited to, location and experience.

This is a non-exempt position. The hourly wage range for this role is $41.03 to $53.85, with an estimated annual compensation range of $80,000 to $105,000, based on expected hours.

Employee benefits overview

Our comprehensive benefits package includes:

401(k) Retirement Plan
Medical Insurance
Health Savings Account (HSA)
Virtual Health Services
Dental Insurance
Vision Insurance
Accident Insurance
Hospital Indemnity Insurance
Critical Illness Insurance
Life Insurance
Short-Term Disability Coverage
Long-Term Disability Coverage
Flexible Spending Accounts (FSA)
Lyra Health Employee Assistance Program (EAP)
Paid Family Leave (for eligible Exempt and Non-Exempt staff)
Transportation Benefit
Back-up Child Care Services
College Coach Program
Pet Insurance
Paid Sick Time (for Exempt staff)
Paid Time Off (available to all full-time, non-temporary employees)

Reed Smith offers a challenging work environment, business casual dress code, and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and a generous 401(k) plan.

Equal opportunity statement

Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.

Qualified candidates only. No search firms.

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ProKatcher

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