Legal Executive Assistant

Ropes & Gray is a preeminent global law firm recognized for its leading practices in various areas. The Legal Executive Assistant plays a vital role in supporting lawyers by managing day-to-day activities, including document management, scheduling, and client service.

Responsibilities

• Composes, edits and proofreads correspondence, presentations and other documents while demonstrating exceptional technological/document production skills for our Lateral Recruiting department
• Ensures related documents and emails are stored in iManage Workspaces
• Organize and maintain paper and electronic files in accordance with Firm records retention policies, as needed
• Demonstrates an exceptional understanding of Microsoft Outlook while utilizing creative problem solving to solve challenging scheduling requirements
• Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones
• Proactively coordinates internal/external meetings with limited direction
• Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate), requiring meticulous attention to scheduling logistics and details
• Applies best practices when arranging travel, utilizing agent assist and on-line tools appropriately and maintains up-to-date travel preferences (frequent flyers, Known Traveler Number, passport, etc.)
• Provides superior client service with internal and external clients displaying a proactive, 'can do' attitude when meeting with clients via zoom, by telephone and/or in person
• Acts as the gatekeeper prioritizing conflicting needs
• Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion
• Anticipates Lateral Recruiting department needs and shepherds work forward with limited direction and can suggest new processes/procedures to expedite projects and day-to-day workflow
• Maintains a professional relationship with other legal counsel, agencies and professionals
• Works closely with the Lateral Recruiting team with effective communication and tight workmanship
• Proficiency in Excel for data tracking and reporting, supporting recruitment and operational processes with accurate and timely information
• Fosters open and frequent communication with teammates to ensure smooth and expeditious support
• Maintains collaborative and respectful relationships with teammates, managers, and firmwide colleagues, in line with the firm’s core values and one-firm approach
• Actively contributes to secretarial huddles and other team related activities
• Participates in focus groups, lunch and learns, and other knowledge sharing activities including the mentor program, when necessary
• Maintains subject matter level expertise in the Firm’s core applications and understands and adheres to best practices
• Performs other work-related duties as assigned

Skills

• College degree or equivalent
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
• Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff and clients
• Expert written and verbal communication skills
• Proactive approach to problem-solving and strong decision-making capability

Benefits

• Comprehensive health and well-being benefits
• Personal and professional development
• Career growth opportunities
• A collegial and supportive culture
• Discretionary bonus based on performance

Company Overview