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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
- Ropes & Gray, a preeminent, global law firm, has been ranked in the top-three on The American Lawyer's prestigious "A-List" for eight consecutive years and listed on Law.com’s UK “A-List” for three years in a row. It was founded in 1865, and is headquartered in Boston, Massachusetts, USA, with a workforce of 1001-5000 employees. Its website is http://www.ropesgray.com/.
