Executive Assistant

Summary

Dentons Davis Brown is currently recruiting for an Executive Assistant for our Downtown Des Moines, Iowa office. The Executive Assistant will work closely with firm leadership, including the Board of Directors, CFO, HR Director, committee chairs, and others, performing a variety of complex and confidential administrative duties.

This position provides administrative support across firm operations and works closely with the Board of Directors, leadership team, and committees to keep the firm running smoothly. The ideal candidate is organized, discreet, and proactive, and can keep many projects moving at once with accuracy and professionalism.

Key Responsibilities

• Schedule and coordinate all aspects of Board meetings and manage the annual meeting calendar, working with leaders to make sure meetings are planned and communicated,
• Prepare agendas in coordination with Board leadership and assemble and distribute meeting materials in advance.
• Attend meetings, accurately record confidential minutes, and finalize and circulate them.
• Manage Board action items and follow up with responsible parties to confirm completion.
• Draft annual agreements and other governance documents, and manage the execution process, including electronic signatures through DocuSign.
• Establish and maintain firm management and Board files and records.
• Compose letters, emails, and other correspondence to internal and external contacts.
• Prepare reports, presentations, and briefing materials for leadership and Board review.
• Gather data for the firm’s annual insurance renewal application and for various firm initiatives.
• Act as a liaison between leadership, attorneys, staff, and Dentons US on administrative and firm-wide initiatives.
• Handle sensitive and confidential matters with discretion and sound judgment.

Committee Support

• Prepare and distribute materials for committee review and project manage committee decisions and action items.
• Prepare monthly associate reports (hours, business credit, work credit, and time) for ADC and Board review, using data from the accounting department.
• Coordinate with committee chairs, committee members, and firm leadership to keep committee initiatives on schedule.

Recruiting and Onboarding Administration

• Screen applications and route qualified candidates to HR or Hiring Committee for review.
• Schedule interviews and collect and compile interviewer evaluation forms.
• Draft and send offer letters, coordinate conflict checks and background checks for new hires.
• Coordinate onboarding for new hires, including preparing training schedules.
• Support the Summer Associate Program. This includes 1L and 2L interview logistics and resume packets, interview scheduling, offer letters, conflict and background checks, and working with the summer associate representative to plan the program.

Evaluations

• Prepare evaluation forms and route them to the ADC/Board/HR for review.
• Distribute evaluations to mentors, attorneys, staff, and schedule evaluation meetings.
• Manage completion and electronic signature of evaluations through DocuSign.
• Help develop and administer the annual associate training program.

Billing and Reporting Support

• Review monthly prebills, identify entries that need to be written off or reallocated, and communicate with the responsible attorneys.
• Maintain accurate tracking reports and documents in the firm’s document management system (iManage).

CLE Administration

• Serve as the firm’s point of contact for CLE questions.
• Submit internal courses for CLE accreditation.
• Apply for Iowa credit for Dentons-provided courses and circulate approved courses to attorneys.
• Coordinate attorney attendance at Iowa State Bar Association (ISBA) luncheons and courses.
• Manage annual CLE filings.

Firm Events

• Help schedule and coordinate firm events and charitable fundraisers, such as holiday parties, the firm retreat, client and community events, and attorney milestone celebrations, working with other administrative staff.

Other

• Other duties may be assigned to fully meet the requirements of the position.

Experience

• A high school diploma is required. A college degree is preferred.
• Demonstrated ability to take initiative, exercise independent judgment, and work as a self-starter with integrity, while also being a strong team player.
• Ability to handle sensitive situations and maintain a high degree of confidentiality.
• Ability to communicate with employees at all levels and with external contacts in a way that represents the firm in a positive and professional manner.
• Ability to draft, proofread, and edit documents and written communications, including meeting agendas and minutes, using proper grammar and spelling.
• Strong organizational skills, with the ability to judge urgency and prioritize tasks and deadlines accordingly.
• A high level of professionalism, with the ability to interact with internal and external contacts at all levels.
• Strong computer skills, including proficiency in Microsoft Office products and the ability to learn required systems.
• Exceptional attendance and dependability, with the ability to work regular core business hours Monday through Friday and occasional additional hours on evenings and weekends on an infrequent, as-needed basis.

Preferred Qualifications

• At least two years of prior administrative experience supporting a senior-level executive or equivalent preferred.
• Experience supporting a board of directors or committees, including preparing agendas and minutes.
• Experience in a law firm or professional services environment.
• Familiarity with attorney recruiting, onboarding, or evaluation processes.
• Knowledge of CLE accreditation and reporting requirements in Iowa, Minnesota, or Nebraska.
• Experience with iManage, DocuSign, and law firm billing processes.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High School Degree Required; College Degree (Preferred)

Ability to Commute:

• Des Moines, IA 50309 (Required)

Ability to Relocate:

• Des Moines, IA 50309: Relocate before starting work (Required)
• Work Location: Hybrid remote in Des Moines, IA 50309

Pay: $65,000.00 - $75,000.00 per year