Executive Assistant

Reed Smith LLP.; Philadelphia (Philadelphia County); On-site; USD 66,000 - 81,000; Full time

Benefits offered by this job

401(k)

Medical

HSA

Dental

Vision

Life insurance

Job summary

Reed Smith LLP in Philadelphia seeks an executive assistant to provide high‑level administrative support to a leader and practice team, serving as a central resource and coordinating across time zones. The role involves handling confidential client communications, drafting legal documents, and supporting matters from scheduling to travel logistics.

The position requires five or more years of senior administrative experience, advanced proficiency in Microsoft Office/Outlook, and the ability to

Qualifications

• Two years of college or equivalent experience required.
• Five or more years of experience in a high-level administrative support role, preferably in a law firm or professional services.

Responsibilities

• Provide specialized legal support to deliver exceptional client service.
• Manage calendars and scheduling with attention to deadlines and time zones.
• Coordinate with internal teams and external vendors for meetings, travel, and events.
• Oversee travel planning with the Travel Department to align with attorney needs.
• Draft legal documents including correspondence, pleadings, memoranda and closing materials.
• Prepare schedules, agendas, and materials for meetings and events.
• Maintain discreet and professional communication with clients and stakeholders.
• Process matter opening forms and track status with timely follow-up.
• Support attorney financial and client development priorities.
• Work independently and handle confidential matters with sound judgment.

Skills

Organizational skills

Time management

Professional communication

Problem solving

Ownership and accountability

Attention to detail

Decision making

Education

Two years of college

Tools

Microsoft Office

Outlook

Zoom

Microsoft Teams

Job description

Position summary

The executive assistant is responsible for providing high-level, executive and confidential administrative support. This role serves as a central resource for the leader and practice team, connects workstreams across the practice and broader organization, and supports communication with clients and internal stakeholders.

Job duties and responsibilities

• Provide specialized legal support to deliver exceptional client service
• Manage calendars and scheduling with strong attention to detail, including monitoring matter-related deadlines and coordinating internal and external meetings across time zones
• Coordinate with internal teams and external vendors (e.g., IT, travel, office services) to support meetings, events and travel logistics
• Oversee travel planning and execution in coordination with the firm's Travel Department, aligned to attorney preferences and business needs
• Track follow-ups, deliverables and outstanding requests
• Maintain professional, discreet and diplomatic communication with clients and internal stakeholders
• Prepare and distribute schedules, agendas, meeting materials and related communications
• Coordinate and prepare background materials and due diligence for meetings and events
• Draft legal documents, including correspondence, pleadings, memoranda and closing materials
• Build and maintain effective working relationships across all levels of the organization
• Process matter opening forms, track status and ensure timely follow-up and communication
• Support the attorney's financial and client development priorities
• Prioritize and manage multiple incoming requests, including confidential matters, and recommend appropriate actions
• Maintain and update Outlook contacts
• Partner with the Business Center to process expenses
• Prepare and manage timesheets, including drafting entries and follow‑up
• Provide onsite support as needed, including client reception, file management and general office support
• Provide support outside standard business hours as needed
• Additional duties as assigned

Job duties and responsibilities are not exhaustive and may be supplemented as necessary.

Corporate tasks as required

• Perform internet research
• Request UCC lien, litigation and bankruptcy searches
• Request and file formation documents with state and county entities
• Maintain paper and electronic files, including estate account records
• Maintain client minute books

Litigation tasks as required

• Manage federal, state and appellate e‑filings and schedule remote court appearances
• Coordinate messengers and vendors for filings and deliveries
• Schedule court reporters and manage deposition materials and transcripts

Requirements

Education

Two years of college or equivalent experience required. College degree or equivalent experience preferred.

Experience

Five or more years of experience in a high-level administrative support role. Law firm or professional services experience preferred.

Skills

• Strong organizational skills
• Effective time management skills
• Professional communication style
• Problem‑solving mindset
• Ownership and accountability
• Attention to detail
• Ability to remain composed in high‑pressure situations

Additionally

• Advanced proficiency in Microsoft Office, including PowerPoint, Excel and Word
• Advanced Outlook skills, including calendaring and task management
• Experience with Zoom and Microsoft Teams
• Ability to handle confidential matters with discretion
• Strong decision‑making and prioritization skills
• Ability to manage multiple priorities and meet deadlines
• Flexibility and adaptability
• Project management experience is a plus

Other

Supervisory responsibilities
None

Equipment to be used

Standard office equipment, including computer, telephone, copier and scanner

Essential job functions

• Ability to manage multiple priorities in a fast‑paced environment
• Ability to use technology and communication tools effectively
• Ability to complete work within established timelines
• Ability to work independently and as part of a team
• Ability to adapt to changing priorities
• Ability to perform extended computer‑based work
• Ability to exercise sound judgment and discretion
• Ability to communicate effectively with all levels of the organization
• Ability to work a minimum of three days in the office, up to five as needed for team coverage

Working conditions

This role requires working in the office a minimum of four days per week. Additional hours beyond the standard schedule may be required.

Pay ranges

This represents the presently anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on location and experience.

This is a non-exempt position. The hourly wage range for this role is $31.50 to $38.70, with an estimated annual compensation range of $65,550 to $80,500, based on expected hours.

Employee benefits overview

Our comprehensive benefits package includes:

• 401(k)
• Medical
• Health savings account (HSA)
• Virtual health
• Dental
• Vision
• Accident
• Hospital indemnity
• Critical illness
• Life
• Short‑term disability
• Long‑term disability
• Flexible spending accounts (FSA)
• Lyra Health employee assistance program (EAP)
• Paid family leave (eligibility varies)
• Transportation
• Back‑up child care
• College Coach
• Pet insurance
• Paid sick time (exempt staff)
• Paid time off (full‑time, non‑temporary employees)

Reed Smith is an Equal Opportunity Employer.