Executive Assistant

Executive Assistant

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers.

The Opportunity

We are seeking an Executive Assistant to join our Firm. This position will be based in our Boston office. The Executive Assistant provides assistance to, and manages resources for, partners, counsels, associates and staff attorneys. Please note that the Firm will not sponsor applicants for work visas for this position.

Responsibilities

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars and time records; and preparing attorney expense reports.
• Proxies into attorney's email (if permission is granted) to process new messages, maintain/organize email folders, keep attorney apprised of priorities and handles proper filing of emails to retention folders and SRM.
• Anticipates attorney needs by proactively identifying potential issues and conflicts and takes the initiative to offer solutions and preempt needs.
• Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process.
• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.
• Handles all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions and quality control of work product.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being energetically responsive to clients, providing superior client service in both small and large ways.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Utilizes applications like Excel and PowerPoint to facilitate attorney's work.
• Researches and makes complex travel arrangement for attorneys, including assisting with visa requirements.
• Prepares check requests for vendor invoices and actively follows up to ensure timely payment.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology business services professionals.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control and hand-delivering packages.
• Performs jobs assigned from Operations Group Desk as needed.
• Performs special projects as assigned.
• Assures that all completed projects adhere to accepted professional standards.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Regular and reliable physical presence to (ex: work as part of a team, meet with clients, use on-site equipment, etc.).
• Performs other related duties as assigned.

Qualifications

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Demonstrates a high level of professionalism
• Ability to perform frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds
• Ability to work in-office at least four days per week to perform in-office administrative functions, maintain physical files, and provide client support services
• Knowledge of relevant Firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint) with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to synthesize information to prioritize and organize tasks
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education & Experience

• High school diploma or equivalent
• Minimum of three years of experience in an office environment or an equivalent combination of education and experience

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

Skadden is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information, please visit Skadden.com/careers.