Legal/Executive Assistant

Job Description

Job Description

Gerber Ciano Kelly Brady LLP is seeking a highly organized, proactive, and solutions-oriented  Legal Executive Assistant to support a Partner who manages a nationwide book of business spanning New England and New York.

This role is ideal for a professional who can serve as a trusted business partner by taking ownership of the Partner’s calendar, communications, tracking systems, and day-to-day business operations.

The successful candidate will exercise sound judgment, communicate confidently, and proactively resolve issues. This individual must be comfortable picking up the phone, calling or texting when appropriate, and working directly with attorneys, staff, clients, and firm leadership to keep priorities moving forward.

Overall Responsibilities

• Serve as a trusted business partner to the supported Partner, helping manage priorities, communications, deadlines, and daily operations.
• Take full ownership of a complex calendar, including scheduling meetings, identifying and resolving conflicts, coordinating logistics, and anticipating future needs.
• Assist with the management and organization of the Partner’s nationwide book of business.
• Coordinate new matter intake, including initial communications, conflict checks, matter assignments, and file-opening processes.
• Communicate regularly and professionally with clients, attorneys, staff, and firm leadership by telephone, email, text, and other appropriate methods.
• Maintain and manage master case lists, client-specific tracking sheets, matter assignment lists, and other reporting systems.
• Monitor case activity, follow up with team members, and help ensure deadlines, assignments, and deliverables remain on track.
• Assist with accounts receivable follow-up, pre-bill coordination, and other client-related financial and administrative matters.
• Review client guidelines and help ensure that applicable requirements are communicated, tracked, and followed.
• Prepare accurate, polished, and well-formatted reports, correspondence, presentations, and internal and external communications.
• Organize, analyze, and report on client and matter data using Microsoft Excel.
• Prepare agendas, meeting materials, presentations, and supporting documentation for client and internal meetings.
• Coordinate domestic travel arrangements and prepare detailed itineraries as needed.
• Maintain organized electronic records, files, and business documentation.
• Identify potential problems, recommend practical solutions, and follow through to completion.
• Support special projects and other business or administrative initiatives as assigned.
• Perform limited legal-assistant responsibilities as needed; training will be provided for these functions.

Qualifications

• Prior experience supporting a partner, executive, senior leader, or other high-level professional in a fast-paced environment.
• Legal industry experience is preferred but not required. Any prior legal experience is helpful; litigation experience is not necessary.
• Advanced proficiency in Microsoft Excel is required, including the ability to organize, analyze, track, and report on data.
• Strong proficiency in Microsoft Outlook and Word.
• Proficiency in Microsoft PowerPoint is preferred.
• Exceptional verbal and written communication skills, including professional telephone and client-facing communication.
• Willingness to communicate directly by telephone or text when necessary to resolve issues efficiently.
• Strong organizational and project-management skills, with the ability to manage multiple competing priorities.
• Proven ability to take ownership of responsibilities, execute instructions, and follow through without constant oversight.
• Ability to work independently, exercise sound judgment, make decisions, and proactively solve problems.
• Strong attention to detail and the ability to complete time-sensitive assignments accurately.
• Ability to build relationships and communicate effectively with individuals at all levels of an organization.
• Experience with calendaring, reporting, data tracking, billing support, matter intake, or conflict coordination is preferred.