Executive Assistant

Skadden; Los Angeles, Northern (CA, KY); Hybrid; USD 90,000 - 100,000; Full time

Benefits offered by this job

Competitive salary

Bonuses

Comprehensive health care

401(k) plan

Paid time off

Parental leave

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP in Los Angeles is seeking an Executive Assistant to join our Firm. This hybrid role provides high-level administrative support to partners, counsel, and associates, and requires proactive organization and professionalism.

You will manage calendars, handle communications, assist with client matters and travel, prepare letters and memos, and help with billing and technology coordination.

Qualifications

• Knowledge of Word, Outlook, Excel, and PowerPoint.
• Effective interpersonal and written communication skills.
• Attention to detail and ability to manage multiple priorities.
• Ability to work well in a fast-paced environment and in a team.
• Office presence required at least four days per week.
• Discretion and confidentiality in handling information.

Responsibilities

• Answering, screening and routing phone calls.
• Managing attorney calendars and time records.
• Preparing engagement letters and client/matter memos.
• Assist with billing and coordination with SRM.
• Organizing emails, files and travel arrangements.
• Assisting with vendor invoices and payments.
• Providing client support and handling document preparation.

Skills

Communication skills

Interpersonal skills

Time management

Attention to detail

Teamwork

Multi-tasking

Problem solving

Professionalism

Proactive/initiative

Education

High school diploma or equivalent

Tools

MS Word

Outlook

Excel

PowerPoint

InterAction CRM

Job description

About Us

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

Opportunity

We are seeking an Executive Assistant to join our Firm. This position will be based in our Los Angeles office (hybrid). The Executive Assistant provides assistance to, and manages resources for, partners, counsel, and associates.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars and time records; and preparing attorney expense reports.
• Proxies into attorney’s email (if permission is granted) to process new messages, maintain organized email folders and keep attorney apprised of priorities, handling proper filing of emails to retention folders and SRM.
• Anticipates attorney needs by proactively identifying potential issues and conflicts and taking the initiative to offer solutions and preempt needs.
• Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process.
• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.
• Handles all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions and quality control of work product.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service in both small and large ways.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Utilizes applications like Excel and PowerPoint to facilitate attorney’s work.
• Researches and makes complex travel arrangement for attorneys, including assisting with visa requirements.
• Prepares check requests for vendor invoices and actively follows up to ensure timely payment.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support department.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control and hand-delivering packages.
• Assures that all completed projects adhere to accepted professional standards.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Regular and reliable physical presence to work as part of a team, meet with clients, and use on-site equipment.
• Performs other related duties and special projects as assigned.

Qualifications

Knowledge of relevant Firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.

• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to organize and prioritize work
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently, as well as effectively within a team
• Ability to work in-office at least four days per week to perform in-office administrative functions, maintain physical files, and provide client support services
• Frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• Demonstrates a high level of professionalism
• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Ability to handle sensitive matters and maintain confidentiality

Education and Experience

• High school diploma or equivalent
• Minimum of three (3) years of administrative experience in a law firm or similar fast-paced, complex office environment.

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well‑being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.

• Competitive salaries and year‑end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In‑classroom, remote, and on‑demand learning and professional development opportunities.
• Robust well‑being classes and programs.
• Opportunities to give back and make an impact in local communities.

Skadden is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information, please visit Skadden.com/careers.

The starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills, experience (to the extent relevant) and other‑job related factors, consistent with applicable law. This position is eligible for overtime pay and may be eligible for a discretionary year‑end bonus. Salary Details $90,000 - $100,000

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking. Applicants who require an accommodation during the application process should contact Alex Taylor at [phone].