Legal Executive Assistant Job at The ONeil Search Group in Boston

Overview

Boston office is seeking an Executive Assistant (EA) who will play an essential role in the success of a partners practice. EAs are relationship-oriented and understand the value of building relationships with the assigned partners and their clients. The role may also provide direct support to C-level partners with additional firm leadership responsibilities. An EA provides initiative, performs clerical/administrative work, and has duties that affect a partners achievements, including supporting business development, client maintenance, and contact management. An effective EA works proactively to anticipate and solve problems. Confidentiality and tactfulness are essential skills for this position.

Client Engagement/Onboarding

• Draft engagement letters appropriate to the type of engagement or client, mindful of partner preferences for fee deferrals, rate structure, discounts, engagement limitations, etc.
• Work with the Conflicts Department to clear conflict issues; complete and file new business memoranda. Alert the team to new client or matter and communicate client-specific guidelines, if any.
• Collaborate with other departments to assist the partner in onboarding new clients; establish client-specific procedures (e.g., creating and organizing Propel rooms) and communicate them to the team as needed.
• Provide leadership to build relationships crucial to onboarding a client; assist partners in creating and maintaining a strong client-centric plan around the wants, needs, and interests of the clients.

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 help the partner stay in touch with priority contacts. Coordinate with Marketing and Finance on pitch preparation, including background research, sales materials, preliminary budgets, creating or editing PowerPoint presentations, running conflicts, updating the CRM with lead and pitch information, and attending business development meetings as needed to schedule, assist, and create actionable items after meetings.
• Ensure regular contact with key clients; invite clients to events; manage LinkedIn and other social media to maintain contact with key clients; set up and review search engine alerts for client or prospective client news; subscribe clients to relevant mailing lists.
• Support the partner in managing social media content (predominantly LinkedIn and Twitter) by drafting messages and posts, connecting with relevant clients, prospects, and other vital contacts; post/share relevant content.
• Maintain the partners bio and social media profiles with new information such as key clients and significant experience.
• Provide substantive support of attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients assistants).

Client Billing

• Review and edit monthly prebills and draft bills for narrative accuracy, spelling, consistency with client procedures, and billing practices; communicate client narrative guidelines with timekeepers.
• Check prebills for conformity to special billing arrangements (deferrals, rates, caps, etc.). Ensure prebills are completed timely to meet monthly deadlines and assist in finalization of monthly bills.
• Respond to client requests for month-end estimates.
• Assist in monitoring accounts receivable and collections and identifying issues.
• Coordinate with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
• Access will be granted to the Finance Departments Aderant System for ownership and execution of the billing process for a select group of partners and their assistants.
• Possess knowledge for handling and tracking deal wire payments and occasional client investment checks.

Practice Administration (may include)

• Support the partner in relevant practice administration duties, including maintaining, creating, or updating relevant reports and budgets.
• Project management of key practice administration initiatives.
• Prepare agendas and materials for practice group meetings, practice administration, or practice group initiatives.

Additional Duties

• Manage and prioritize a highly active calendar of appointments/events; coordinate, manage, and maintain partner schedules, client meetings, Board of Directors meetings, speaking engagements, programs, events, and general appointments, allowing transition time between meetings.
• Keep the partner informed of upcoming commitments and responsibilities; follow up appropriately and proactively and provide solutions to calendar conflicts.
• Take initiative to ensure the partner is prepared for calendar events by providing the right documents, information, or meeting logistics.
• Attend meetings in the partners absence when needed; create and manage actionable items from meetings and take ownership from inception through completion.
• Complete critical aspects of deliverables with a hands-on approach to facilitate the partners ability to service clients.
• Screen calls and in-person requests with good judgment to act as a gatekeeper and ensure the partners schedule is followed.
• Prepare confidential correspondence, copy and review external mail, scan and file documents, and maintain the partners data (electronic or paper).
• Arrange detailed travel plans, itineraries, and agendas; manage travel costs and preferences.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on tasks under deadline pressure.
• Provide substantive support for attorneys regarding curriculum, syllabus, posting, and maintaining course information on university websites (where applicable).
• Support partners who sit on boards or hold high-ranking positions in professional organizations (e.g., ABA).
• Complete critical deliverables and special assignments by setting objectives, prioritizing, managing time, coordinating with others, and solving problems with minimal supervision.
• Seek ways to apply new methods of working and improve processes; support idea exchange among teams.
• Provide backup support to other partners or team members as needed, demonstrating flexibility and a positive demeanor.
• Represent the firm and leadership professionally at all times.