Executive Administrative Assistant

Executive Administrative Assistant

An Executive Administrative Assistant (EA) provides professional complex administrative and advanced support services for consultants and management staff. The EA proactively serves as the primary liaison between the consultant and the consultant's peers, clients, vendors, and other internal and external contacts. The EA utilizes their knowledge of corporate operations, company policy, the organization, personnel, and services to assist consultants, and in navigating a complex work environment. The EA performs well in a fluid environment and can learn new job skills quickly to put into practice. The EA uses their skills to proactively relieve Consultants & Principals of administrative tasks and coordinates project activities at an advanced level. The EA serves as part of an administrative team covering for other administrative teammates depending on the flow and demands of the job.

Key Responsibilities:

• Project Support: Assists with obtaining and submitting relevant information for opening new projects. Assists with new project initiation and related protocol for set-up of project file. Initiates and processes file material; organizes and maintains paper and electronic file systems. Edits and finalizes technical reports, in all formats which may include digital or photo image enhancement, or transcription files. Is responsible for coordinating file production, including copying, organizing and/or scanning file material which may include photo images or photographs, for preparation of deposition/trial materials. Organizes, indexes, and files electronic material into ESi's standard file structure; material is hosted on internal server and/or SharePoint. Reviews written work product for typographical accuracy, format, conformance with procedures, and internal consistency. Reviews and processes digital media, which involves using software to rename and edit photos and videos. Maintains spreadsheets with important reference information for Consultants. Conducts internal research projects to gather information for the Project Team. Provides project support to Project Team as requested. Ability to track status of all open/active projects and all deadlines and client needs. Creates OneDrive share links to send and receive data with clients.
• Communication: Must be very comfortable communicating both verbally and via e-mail with internal departments and external clients. Answers and screens Consultant's telephone calls and voicemails when they are unavailable, if needed. Takes the initiative to locate and connect callers to Consultants, as required or take down relevant information to relay to appropriate recipient. Reads and routes incoming mail, emails, and phone calls. Must identify and reference the appropriate file number to all incoming correspondence. Monitors and responds to Consultant's e-mail either behind the scenes or on behalf of Consultants. Composes routine correspondence for communication with clients.
• Scheduling: Schedules and sets up conference calls and arranges Webinar or teleconference calls using Microsoft Teams. Coordinates Consultant's schedule for inspections and meetings which may include independent laboratory facilities either internally or externally. Takes initiative to add/edit calendar entries; maintain schedules using the office resource calendars. Researches, arranges, and coordinates travel schedules and reservations according to the Consultant's travel preferences. Assists with scheduling inspections and meetings, including independent laboratory facilities either internally or externally. Responsible for securing the appropriate resources for internal inspections and meetings, such as lab space, conference rooms, and technician support.
• Consultant Support: Coordinates travel arrangements for Consultants including logistics of flights, hotels, car rentals, and other reservations as required. Drafts and submits expense reports on behalf of Consultants through SAP Concur. Acts as a liaison with all departments and offices, as well as with clients or vendors, on behalf of the Consultant. Prepares outgoing mail and correspondence, including e-mail and faxes. Maintains Consultant's current CV, testimony lists, certifications, and professional memberships including P.E. licensure.
• Administrative: Keeps accurate and timely records of all billable and non-billable time for themselves, and as needed enters Consultant's billable and non-billable time records, and ensures time is submitted prior to organization's internal billing deadlines Reviews WIPS for inconsistencies or errors before Consultants and Accounting receives them, as needed. Initiates collection efforts on behalf of Consultants. Is able to effectively operate telephone, computer, copiers, fax machines, printers, scanners etc. Reviews and edits monthly billings for accuracy on each project for the designated Project Team prior to invoice generation. Sends invoices to clients and initiates collection efforts on behalf of Consultants; maintains record of collection attempts on internal database. Submits Purchase Orders and purchases equipment and supplies as needed. Handles shipping items via FedEx. Ensures completed projects are closed per ESi's standard operating procedure. Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis. Is able to effectively operate telephone, computer, copiers, printers, scanners, and other office devices as required. Provides all other job duties as assigned. Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future. Conducts onboarding activities of new consultants and interns to include setting up an office and providing training on ESi systems, processes, and procedures. Ability to work independently and maintain effective communication with remote Consultants that travel or work away from the office for extended periods. Ability to assist Consultant with management of remote independent contractor related items, including the following: ensure proper independent contractor contracts and W9s are submitted for setup, input weekly time sheets from Excel documents into company time tracking program, create from receipts an Excel style expense report according to accounting standards, review preliminary invoices to ensure all expenses and time are entered before invoice is billed to client. Ability to assist with vendor coordination, set-up for billing, direct expenses, coordinate external/internal resources needed for inspections or testing. Leads or participates in planning, coordinating, and implementing office initiatives.

Requirements:

• Education Required: Four year / Bachelor's degree is required. Paralegal certificate from an ABA approved program is a plus and preferred or equivalent combination of education and experience in a litigation / insurance defense law firm.
• Experience: 5+ years of executive or senior level administrative support experience required. Understanding legal terminology and processes a plus. Experience in a litigation law firm or insurance background a plus.
• Computer Skills: Proficient with Microsoft Word and Adobe Acrobat to create, edit, and format documents - or has the ability and willingness to learn to do so quickly. Ability to leverage Microsoft Teams and SharePoint in a collaborative environment. Experience with Outlook as email and calendar client. Ability to use digital media software (FastStone or ACDSee) to rename and edit photos and videos. Well versed in utilizing internet resources to learn new software quickly and efficiently. Experience with SAP Concur and 3E firm management software a plus. Familiarity with Microsoft Excel and PowerPoint preferred.
• Certificates, Licenses, Registrations: Registered Notary a plus.
• Other Skills/Abilities or Other Qualifications: High proficiency in editing, grammar, spelling, and punctuation with significant attention to detail required. Enjoys working in a team environment. Works well with others and maintains a positive attitude in order to develop and leverage professional working relationships. Deals with clients (both internal and external) in a professional and courteous manner. Proactive – looks for new opportunities to provide value to the team. Does not always wait to be asked, anticipates needs, and accomplishes tasks with little to no direction. Quick learner – utilizes all available resources to develop skills and asks thoughtful questions. Thrives in a fast-paced, constantly evolving environment. Does not get flustered with last-minute changes or requests. Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks with conflicting priorities and timelines. Advanced communication skills, both written and verbal. Proficiency in grammar, spelling, and punctuation is required.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to stand; walk and sit on a regular basis.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Work is performed in a typical office environment. Local candidates preferred - no relocation provided.