Executive Assistant / Paralegal

Job Description

Job Description

Position Summary

The Executive Assistant / Paralegal is a dual-hatted position in which the incumbent?s primary responsibilities are as a confidential Executive Assistant. The position also requires Paralegal responsibilities primarily, but not entirely, on cases in which the President serves as counsel. The Executive Assistant reports directly to the President of the company and assists with managing his calendar and schedule, email inbox, and tracking billable time to clients. This position requires frequent interaction with various members of the firm and a variety of others, including clients, opposing counsel, and senior government officials among others. The Executive Assistant also assists the Managing Partner and other Partners of the Firm as time allows.

Essential Duties and Functions

• Executive Support (70%)
  • Screening incoming telephone calls and taking messages or transferring calls as appropriate;
  • Scheduling appointments for the President; Keeping the President?s calendar, including determining priorities and identifying and attempting to resolve scheduling conflicts;
  • Assisting the President with tracking and inputting billable time to clients, including entering time kept by hand, sent by email, and meeting with the President to obtain billable time spent;
  • Assisting with triage of the President?s email inbox and voicemails; Exercising delegated authority to respond to email and other correspondence on behalf of the President;
  • Assisting the President with making work-related travel arrangements, as requested;
  • Drafting short correspondence and email communications to clients, attorneys, and internal staff members;
  • Coordinating and planning bi-weekly staff meetings, including gathering information from legal staff for the creation and circulation of the meeting agenda;
  • Coordinating and planning bi-weekly partner meetings, including gathering information for the creation and circulation of the meeting agenda and carrying out preparations and logistics for these meetings;
  • Compiling financial documents and preparing binders for the President and others as requested for use at weekly finance meetings;
  • Assisting other partners with the Firm with scheduling and tasks as time allows;
  • Maintain confidential files and records.
• Paralegal Duties (30%)
  • Attending and taking notes during calls with the President and clients and other attorneys, including Judges and opposing counsel, and calendaring deadlines and other priorities set during such calls;
  • Frequently communicating with clients and attorneys, preparing for and assisting during client meetings, scheduling, preparing and assisting during discovery, depositions, hearings, trials, arbitrations or other court proceedings, performing legal research, and emailing, mailing, and faxing case-related documents;
  • Gathering basic information from clients and potential clients relating to their legal claims and damages;
  • Maintaining detailed and organized client records, including reformatting and saving documents, updating and archiving records, and communicating on a daily basis with the President, attorneys and clients regarding these records;
  • Drafting, preparing and tracking representation offers for potential clients, with appropriate follow-up

Basic Qualifications

• Proven experience as an executive assistant and/or paralegal
• Previous experience exercising sound judgment with the highest respect for confidentiality
• Strong understanding of legal terminology, procedures, and document formats.
• Proficiency in Microsoft Office Suite and legal software (e.g., Diligent, Westlaw, LexisNexis).
• Exceptional written and verbal communication skills.
• Comfortable speaking on the telephone to clients and attorneys, mediators, judges, senior government officials, and other court personnel
• Ability to work with a high degree of independence and to exercise judgment in prioritizing assignments and tasks
• Ability to manage multiple priorities and meet deadlines.
• Ability to adapt to changing schedules and occasional irregular hours to support the President as needed.
• Strong attention-to-detail;
• Ability to balance multiple priorities at once;
• Excellent organizational skills;
• Ability to assist with establishing remote video links using Microsoft Team and Zoom
• High level of discretion and professionalism.

Desired Skills:

• Previous experience working in a law firm or legal environment.

Education/Certifications

• A Bachelor?s degree with at least 2 years of professional experience, or an Associate degree with at least 5 years of experience

Salary Range: From $30/hour based on experience

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance