Executive Assistant - Boston Job at Fenwick & West LLP in Boston

Overview Fenwick's Boston office is seeking an Executive Assistant (EA) to support a partner’s practice. EAs are relationship-oriented and work to build strong relationships with the assigned partners and their clients. The role may also provide direct support to C-level partners with additional leadership responsibilities. An EA demonstrates initiative, performs clerical/administrative work, and supports activities that directly affect a partner’s success, such as business development, client maintenance, and contact management. Confidentiality and tact are essential. This position requires five days on-site in the Boston, MA office and a 40-hour work week from 9:00 am to 6:00 pm, with additional hours as necessary to meet business needs. Responsibilities Client Engagement / Onboarding Draft engagement letters appropriate to the type of engagement or client, mindful of partner preferences for fee deferrals, rate structure, discounts, and engagement limitations. Work with the Conflicts Department to clear conflicts; complete and file new business memoranda; alert the team of new clients or matters and communicate client-specific guidelines, if any. Collaborate with other departments to onboard new clients; establish client-specific procedures and communicate them to the team. Provide leadership to build relationships crucial to onboarding clients and maintain a strong client-centric plan around client wants, needs, and interests. Business Development and Client Maintenance Assist the partner with business development efforts, including organizing and maintaining key contact information, categorizing contacts, adding contacts to relevant communication lists, and monitoring outreach to priority contacts. Coordinate with Marketing and Finance on pitch preparation, including background research, sales materials, preliminary budgets, editing PowerPoint presentations, running conflicts, and updating CRM with lead/pitch information. Attend business development meetings as needed and follow up with actionable items. Maintain regular contact with key clients, invite clients to events, manage social media engagement, and set up alerts for client/news updates. Support the partner in managing social media content (LinkedIn, Twitter) and keep the partner’s bios and profiles current. Provide substantive support for attorneys with client board responsibilities (travel, scheduling, documentation, and client relationship development). Client Billing Review and edit prebills and draft bills for narrative accuracy, consistency with client procedures, and adherence to billing practices; communicate client-specific narrative guidelines to timekeepers. Ensure prebills conform to special billing arrangements and meet monthly deadlines; assist in finalizing monthly bills. Respond to month-end requests and assist in monitoring accounts receivable and collections; coordinate with the billing coordinator on billing and collection instructions. Access will be granted to the Finance Department’s Aderant system for ownership and execution of billing for a select group of partners and their assistants. Handle deal wires and client investment checks as needed. Practice Administration (may include) Support the partner with practice administration duties, including maintaining or creating reports and budgets. Project management of key practice administration initiatives. Prepare agendas and materials for practice group meetings. Additional Duties Manage a highly active calendar of appointments/events and coordinate travel and meetings, ensuring transition time between engagements. Keep the partner informed of commitments and proactively resolve calendar conflicts. Prepare the partner for calendar events with the right documents and logistics; attend meetings in the partner’s absence if needed and manage actionable items from meetings. Support deliverables and assist clients as needed; screen calls in a gatekeeper role to protect the partner’s schedule. Prepare confidential correspondence and maintain partner data; arrange detailed travel plans and manage costs. Prioritize conflicting needs, act with initiative, and meet deadlines under pressure. Provide substantive support for attorneys who teach or serve on boards, and complete deliverables with minimal supervision. Represent the Firm and leadership professionally at all times. Desired Skills and Qualifications Team-oriented with sound judgment, strong written and verbal communication, and excellent administrative and organizational skills. Ability to work independently from conception to completion; detail-oriented with strong organizational skills. Self-starter, problem solver, proactive, and innovative; thrives in a fast-paced environment with multiple priorities. Effective communication on behalf of supported attorneys on a range of issues; professional demeanor and customer service mindset. Adaptable to changing plans and ambiguity; anticipates needs and proactively develops solutions. Strong self-management with the ability to work autonomously or in a team; high accountability and reliability. Commitment to Fenwick’s mission and a cooperative team environment; professional interpersonal skills with diverse stakeholders. Willingness to take on unexpected duties or special projects as needed. Reporting to the Senior Director of Legal Administrative Services, the qualified candidate will have 6+ years of experience supporting a law firm Partner or C-Level Executive. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Social Media platforms is strongly preferred. A Bachelor’s degree or relevant degree is strongly preferred. Benefits and Compensation Details Fenwick offers a comprehensive benefits program including Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing programs. Anticipated salary range: 94,000 - $140,500 . The actual base salary offered will depend on factors such as qualifications, experience, education, certifications, and location. A discretionary bonus may be available based on performance. Additional information about eligibility for benefits and discretionary bonus will be provided upon request. #J-18808-Ljbffr