Executive Assistant

Reed Smith; Kansas; On-site; USD 75,000 - 84,000; Full time

Benefits offered by this job

401(k) Retirement Plan

Medical Insurance

Health Savings Account (HSA)

Dental Insurance

Job summary

Reed Smith is seeking an executive assistant to provide high-level, confidential administrative support to the attorney and practice team in the United States. You will manage calendars, coordinate travel, prepare materials, and liaise with clients and internal teams to keep matters moving efficiently.

This role requires strong organizational skills, discretion, and the ability to prioritize multiple deadlines across time zones; advanced MS Office and exposure to legal environments preferred.

Qualifications

• Two years of college or equivalent experience required.
• College degree or equivalent experience preferred.
• Five plus years experience in a high-level administrative support position.
• Experience in a law firm or other professional services firm preferred.
• Expert organizational skills; top-note time management; discreet and professional communication.
• Mastery of Microsoft Office suite (PowerPoint, Excel, Word); Advanced Outlook calendaring.

Responsibilities

• Specialized legal support leading to exceptional client service.
• Calendar management with meticulous attention to detail, including deadlines and event invitations across time zones.
• Liaise with internal and external clients and support services on scheduling meetings, events and travel.
• Oversee travel planning and logistics to attorney's preferences, ensuring efficient use of time.
• Track follow-up requests and maintain an ongoing status list of matters.
• Prepare and disseminate schedules, agendas, minutes, and meeting materials.
• Draft legal documents and exhibits as required.
• Build and maintain effective working relationships at all levels.
• Provide support outside standard hours as needed.

Job description

Position summary This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; a communicator linking the practice team, clients and the broader organization.

Job duties and responsibilities

Specialized legal support leading to exceptional client service.

Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (zoom links, locations, contact information), often across time zones and multiple busy calendars.

Liaise with internal and external clients and support services (e.g. IT, Travel, and Office Services as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events and travel.

Leveraging the Firm's Travel Department while overseeing all aspects of travel planning, logistics, details and execution, to attorney's preferences, aiming to be efficient with the attorney's time during business trips, and keeping client-related components of business trips at the forefront.

Track all follow-up requests (meetings, materials, deliverables).

Approach all client interactions, either in writing, by telephone or in person, with professionalism, discretion, and diplomacy, as a representative of the attorney, the practice team and the Firm.

Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials.

Proactively prepare or coordinate preparation of background materials and due diligence for meetings to ensure attorney is prepared for meetings, events and interactions.

Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda.

Build and maintain an effective working relationship with personnel at all levels.

Effectively manage communications with high-level internal and external constituents.

Process Matter Opening Forms promptly, ensuring timely follow up and assignment and communication of matter numbers.

Maintain an ongoing status list of MOFs and new matters opened.

Contribute to success of the attorney's financial and client growth goals.

Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response.

Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes.

Work in conjunction with Firm's Business Center to ensure prompt processing of all expenses.

Process timesheets daily, drafting entries and following up as appropriate.

Onsite responsibilities may include meeting clients in a professional manner; use of standard office equipment, including copiers and scanners; maintaining physical files; reviewing jobs for quality assurance; and providng support to attorneys outside of team assignments.

Provide support outside of standard working hours, including during evenings and weekends as needed.

Additional duties as assigned.

Corporate Tasks as required

• Westlaw/Research: Perform internet research.
• Request UCC lien/litigation/bankruptcy searches from various entities (both state and county).
• Request certified copies of formation documents from various entities (both state and county); File formation documents with various entities (both state and county)
• Maintain paper and electronic filings.
• Maintain paper files for certain Estate Accounts (i.e., for purposes of tax filings); Retrieve documents from files as needed.
• Maintain Client Minute Books.

Litigation Tasks as required

• E-Filings: Federal, State and appellate court filings.
• Scheduling remote court appearances.
• Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands.
• Depositions: Schedule court reporter for hearing and/or depositions, download transcript, and/or send to client for review.

Requirements

• Education: Two years of college or equivalent experience required.
• College degree or equivalent experience is preferred.
• Experience: Five plus years experience in a high-level administrative support position.
• Experience in a law firm or other professional services firm preferred.
• Skills: Expert organizational skills; top-note time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress. Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions.
• Facility with Zoom and MS Teams.
• Ability to handle confidential and sensitive matters professionally and with discretion.
• Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations.
• Good decision maker, strategic thinker and proven ability to manage time, people and resources in order to meet deadlines.
• Demonstrated ability to take initiative, manage projects and handle multiple competing priorities.
• Flexibility and ability to adapt to constantly changing priorities.
• Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis.
• Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision.
• Project management skills/training, a plus.

Additional information

• Supervisory responsibilities: None
• Equipment used: Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.
• Essential job functions Ability to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer use.
• Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities.
• Ability to communicate effectively.
• Ability to maintain attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgement to decisions.
• Ability to access, use, and safeguard confidential and sensitive information while performing job responsibilities in work environments that support confidentiality, privacy, and information security requirements.
• Ability to work extended hours as required to meet project, client, or business needs.
• Ability to work a minimum of 4 days in the office (and up to 5 days if required) as a member of the EA team that is required to provide coverage in the office 5 days a week.

Pay ranges

This is a non-exempt position. The hourly wage range for this role is $38.59 to $42.82 per hour, with an estimated annual compensation range of $75,250 to $83,500, based on a 37.5-hour workweek. This represents the presently anticipated pay range for this position. Actual compensation may vary based on factors including, but not limited to, location, experience, and qualifications.

Employee benefits overview

• 401(k) Retirement Plan
• Medical Insurance
• Health Savings Account (HSA)
• Virtual Health Services
• Dental Insurance
• Vision Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Critical Illness Insurance
• Life Insurance
• Short-Term Disability Coverage
• Long-Term Disability Coverage
• Flexible Spending Accounts (FSA)
• Lyra Health Employee Assistance Program (EAP)
• Paid Family Leave (for eligible Exempt and Non-Exempt staff)
• Transportation Benefit
• Back-up Child Care Services
• College Coach Program
• Pet Insurance
• Paid Sick Time (for Exempt staff)
• Paid Time Off (available to all full-time, non-temporary employees)

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan.

Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact.

Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.