Legal Executive Assistant

Ropes & Gray is a leading global law firm recognized for its excellence in various legal practices. The Legal Executive Assistant (LEA) plays a crucial role in supporting lawyers by managing their day-to-day activities, including document management, scheduling, and client service, while maintaining a high level of professionalism and confidentiality.

Responsibilities

• Composes, edits and proofreads correspondence, presentations and other documents while demonstrating exceptional technological/document production skills
• Monitors lawyer’s inbox. Cleans-up, organizes and/or responds per lawyer preferences. Organizes and cleans up Outlook folder structure. Ensures client/matter related documents and emails are stored in iManage Workspaces
• Organize and maintain paper and electronic files in accordance with Firm records retention policies
• 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)
• Tracks lawyers’ business development activities utilizing firm prescribed best practices and software
• 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.)
• Monitors lawyers’ travel to ensure smooth arrival and departure
• Provides superior client service with internal and external clients displaying a proactive, "can do" attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers
• Assist with new client and new matter intake utilizing prescribed best practices, monitor progress and follow-up as necessary
• Acts as the gatekeeper prioritizing conflicting needs. Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion
• Demonstrates intimate knowledge of lawyers’ work habits and preferences. Anticipates 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, courts, agencies and professional organizations on behalf of the lawyer
• Maintains updated client contacts in InterAction, as well as detailed client/matter lists
• Works closely with, and effectively manages, lawyers’ practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Obtains subject matter expert level knowledge of the billing process
• Actively manages lawyers’ diaries. Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge. Edits and reviews entries to ensure conformity to best practices
• Proactively manages lawyers to ensure entries meet submission, target and year-end deadlines
• Proactively communicates and collaborates with assigned billing coordinators. Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client
• Efficiently reconciles and processes expenses
• Reviews inbox, diary entries, calendar and other items to classify business and personal expenses
• Reviews Chrome River and American Express Card to allocate expense items by obtaining receipts from lawyer or other means if available and collaborate with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary
• Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice. Tasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment
• Fosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers. Cross-trains teammates ensuring same first-class service while away or out of the office
• 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

Company H1B Sponsorship