Executive Assistant - (Hybrid Schedule)

Firm Information Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long‑standing relationships and collaborative structure make us the go‑to partner for complex disputes, transactions and regulatory matters. Position Summary This executive assistant role is responsible for providing high‑level, executive and confidential administrative support. The role will serve as a central support resource for the leader and the practice team, an integrator connecting workflow, and 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 with all pertinent details (Zoom links, locations, contact information) across time zones and multiple busy calendars. Liaise with internal and external clients and support services (IT, Travel, Office Services and external vendors) on behalf of the attorney and the practice team regarding scheduling of meetings, events and travel. Leverage the Firm’s Travel Department while overseeing all aspects of travel planning and logistics, ensuring attorney preferences are met efficiently and client‑related components of business trips are prioritized. Track all follow‑up requests (meetings, materials, deliverables). Approach all client interactions—by writing, 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 background materials and due diligence for meetings to ensure the attorney is prepared. Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings and memoranda. Build and maintain effective working relationships with personnel at all levels and manage communications with high‑level internal and external constituents. Process Matter Opening Forms promptly, ensuring timely follow‑up and assignment of matter numbers, maintaining an ongoing status list of new matters. Contribute to 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 sensitive and confidential matters; recommend appropriate action, referral or response. Maintain Outlook contact lists, adding new contacts promptly and keeping information up to date. Work with the Firm’s Business Center to ensure prompt processing of all expenses. Process timesheets daily, drafting entries and following up. Onsite responsibilities may include meeting clients professionally, using standard office equipment, maintaining physical files, reviewing jobs for quality assurance and providing support outside of team assignments. Provide support outside of standard working hours, including 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 state and county entities; request certified copies of formation documents; file formation documents. Maintain paper and electronic filings, retrieve documents as needed, maintain Client Minute Books. Litigation tasks as required. E‑Filings: Federal, State and appellate court filings; schedule remote court appearances. Schedule messengers and other vendors for picking up documents for errands such as court filings, delivery to counsel. Depositions: schedule court reporter for hearings and depositions, download transcripts and send to client for review. Requirements Education: Two years of college or equivalent experience required. College degree or equivalent experience preferred. Experience: Five or more years 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; polished communication style; problem‑solving orientation; ownership of role; meticulous attention to detail; calm and poised under high stress. Additionally: mastery of Microsoft Office suite, including PowerPoint, Excel and Word; advanced Outlook skills; facility with Zoom and MS Teams; ability to handle confidential matters; decision maker, strategic thinker; project management skills/training a plus; flexibility to adapt to changing priorities. Other Supervisory Responsibilities: None Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, copier, scanner. Essential Job Functions Ability to sit or stand for extended periods and perform tasks requiring prolonged computer use. Use computers, telecommunications, and digital collaboration tools to perform core responsibilities. Communicate effectively. Maintain attention to detail while analyzing complex information, managing multiple priorities, applying sound judgment. Safeguard confidential and sensitive information. Work extended hours as required. Work a minimum of 4 days in the office (up to 5 days if required) as part of the EA team covering offices 5‑day weeks. Working Conditions Typical office setting and/or remote work. Required to work in the office at a minimum of 4 days per week. Hours may extend beyond the normal daily schedule as needed. Pay Ranges Hourly wage range: $41.03 to $53.85, with an estimated annual compensation range of $80,000 to $105,000 based on expected hours. Employee Benefits Overview 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 (eligible Exempt and Non‑Exempt staff) Transportation Benefit Back‑up Child Care Services College Coach Program Pet Insurance Paid Sick Time (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 generous 401(k) plan. 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. #J-18808-Ljbffr SupportFinity™