Legal Executive Assistant (New England and New York)

Job Description

Job Description

Gerber Ciano Kelly Brady LLP is seeking a highly organized, proactive, and detail-oriented Legal Executive Assistant to support a Partner with a nationwide litigation practice spanning New England and New York. This role is ideal for a professional who thrives in a fast-paced environment, takes ownership of responsibilities, and serves as a true partner in managing priorities, client relationships, and internal team coordination.

The Legal Executive Assistant will play a critical role in helping manage day-to-day operations, client communications, reporting, billing support, and administrative functions. The successful candidate will be an exceptional communicator, highly responsive, capable of exercising sound judgment, and able to anticipate needs rather than simply react to instructions.

Overall Responsibilities:

• Serve as a trusted partner to the supported Partner, proactively managing priorities, deadlines, and day-to-day operations.
• Coordinate and manage complex calendars, meetings, appointments, and events while identifying and resolving scheduling conflicts.
• Communicate directly with clients, attorneys, and internal team members in a professional and responsive manner.
• Coordinate and help manage client support teams within the firm to ensure tasks, deadlines, and deliverables are completed efficiently.
• Maintain and update client, matter, and case assignment lists and other tracking systems.
• Assist with billing activities, accounts receivable follow-up, and client-related administrative matters.
• Prepare reports and analyze client file data using Microsoft Excel and other reporting tools.
• Draft correspondence, communications, and reports for both internal and external audiences.
• Prepare agendas, meeting materials, presentations, and supporting documentation for client and internal meetings.
• Maintain accurate electronic and physical records, files, and documentation.
• Open new matters and perform conflict checks in accordance with firm policies and procedures.
• Process expense reports and track reimbursements.
• Coordinate travel arrangements and prepare detailed itineraries as needed.
• Support special projects and initiatives while handling multiple competing priorities.
• Perform additional administrative and operational responsibilities as assigned.

Qualifications:

• Minimum of 3+ years of experience in a law firm environment, preferably supporting litigation or insurance defense practices.
• Experience supporting partners, attorneys, executives, senior leaders, or other high-level professionals in a fast-paced professional services environment.
• Experience with legal matter management, conflict checks, billing support, or document management system.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Strong Excel skills, including the ability to organize, analyze, and report on data.
• Exceptional verbal and written communication skills, including professional telephone communication and client-facing interaction.
• Proven ability to manage multiple projects simultaneously while maintaining exceptional attention to detail.
• Ability to work independently, exercise sound judgment, and proactively solve problems.
• Strong organizational skills with the ability to prioritize and complete time-sensitive assignments in a fast-paced environment.
• Demonstrated ability to build relationships and effectively coordinate with diverse stakeholders across an organization.