Executive Assistant

Position summaryThis executive assistant role is responsible for providing high-level, executive, and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; a communicator linking the practice team, clients, and the broader organization.Job duties and responsibilitiesSpecialized legal support leading to exceptional client serviceCalendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (Zoom links, locations, contact information), often across time zones and multiple busy calendarsLiaise with internal and external clients and support services (e.g., IT, Travel, and Office Services, as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events, and travelLeveraging the Firm's Travel Department while overseeing all aspects of travel planning, logistics, details, and execution, to attorney preferences, aiming to be efficient with the attorney's time during business trips, and keeping client-related components of business trips at the forefrontTrack all follow-up requests (meetings, materials, deliverables)Approach all client interactions, either in writing, by telephone, or in person, with professionalism, discretion, and diplomacy, as a representative of the attorney, the practice team, and the FirmPrepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Proactively prepare or coordinate preparation of background materials and due diligence for meetings to ensure the attorney is prepared for meetings, events, and interactionsPrepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memorandaBuild and maintain an effective working relationship with personnel at all levels. Effectively manage communications with high-level internal and external constituentsProcess Matter Opening Forms promptly, ensuring timely follow-up and assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters openedContribute to success of the attorney's financial and client growth goalsIndependently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of a sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or responseMaintain Outlook contact lists, promptly adding new contacts upon introduction to the attorney and keeping up to date as contact information changesWork in conjunction with the Firm's Business Center to ensure prompt processing of all expensesProcess timesheets daily, drafting entries and following up as appropriateOnsite responsibilities may include meeting clients in a professional manner; use of standard office equipment, including copiers and scanners; maintaining physical files; reviewing jobs for quality assurance; and providing support to attorneys outside of team assignmentsProvide support outside of standard working hours, including during evenings and weekends, as neededAdditional duties as assignedCorporate tasks as requiredWestlaw/Research: Perform internet research. Request UCC lien/litigation/bankruptcy searches from various entities (both state and county). Request certified copies of formation documents from various entities (both state and county); file formation documents with various entities (both state and county)Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts (i.e., for purposes of tax filings); retrieve documents from files as neededMaintain Client Minute BooksLitigation tasks as requiredE-filings: Federal, state, and appellate court filings. Scheduling remote court appearancesSchedule messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel, and other types of errandsDepositions: Schedule court reporter for hearing and/or depositions, download transcript, and/or send to client for reviewJob duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.RequirementsEducationTwo years of college or equivalent experience requiredCollege degree or equivalent experience is preferredExperienceFive plus years of experience in a high-level administrative support positionExperience in a law firm or other professional services firm preferredSkillsExpert organizational skillsTop-notch time management skillsStreamlined and polished communication styleProblem-solving orientationOwnership of the role and the responsibilitiesMeticulous attention to detailAbility to remain calm and poised in times of high stressAdditionallyMastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documentsAdvanced Outlook skills, including the calendaring and task functionsFacility with Zoom and MS TeamsAbility to handle confidential and sensitive matters professionally and with discretionAbility to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendationsGood decision-maker, strategic thinker, and proven ability to manage time, people, and resources in order to meet deadlinesDemonstrated ability to take initiative, manage projects, and handle multiple competing prioritiesFlexibility and ability to adapt to constantly changing prioritiesAbility to deal with stress associated with a fast-paced work environment, including handling the demands of multiple tasks on a daily basisAbility to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervisionProject management skills/training, a plusOtherSupervisory responsibilities: NoneEquipment to be used:Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.Essential job functionsAbility to sit or stand for extended periods and perform tasks requiring prolonged and/or extensive computer useAbility to use computers, telecommunications, and digital collaboration tools to perform core job responsibilitiesAbility to communicate effectivelyAbility to maintain attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgment to decisionsAbility to access, use, and safeguard confidential and sensitive information while performing job responsibilities in work environments that support confidentiality, privacy, and information security requirementsAbility to work extended hours as required to meet project, client, or business needsAbility to work a minimum of 4 days in the office (and up to 5 days if required) as a member of the EA team that is required to provide coverage in the office 5 days a weekWorking conditionsWorks in a typical office setting and/or remotely. You will be required to work in the office a minimum of 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.Pay rangesThis represents the presently anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including, but not limited to, location and experience.This is a non-exempt position. The hourly wage range for this role is $31.54 to $38.72, with an estimated annual compensation range of $61,500 to $75,500, based on expected hours.Employee benefits overviewOur comprehensive benefits package includes:401(k) Retirement PlanMedical InsuranceHealth Savings Account (HSA)Virtual Health ServicesDental InsuranceVision InsuranceAccident InsuranceHospital Indemnity InsuranceCritical Illness InsuranceLife InsuranceShort-Term Disability CoverageLong-Term Disability CoverageFlexible Spending Accounts (FSA)Lyra Health Employee Assistance Program (EAP)Paid Family Leave (for eligible Exempt and Non-Exempt staff)Transportation BenefitBack-up Child Care ServicesCollege Coach ProgramPet InsurancePaid Sick Time (for Exempt staff)Paid Time Off (available to all full-time, non-temporary employees)Reed Smith offers a challenging work environment, business casual dress code, and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and a generous 401(k) plan.Equal opportunity statementReed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process.Qualified candidates only. No search firms.PDN-a1bba230-05f7-425f-9f59-0e3f724a6493