Legal Executive Assistant - Ropes & Gray : Job Details

About Ropes & GrayRopes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on Law.com's UK A-List twice in the past three years - rankings that honor the best of the best law firms.The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.Ropes & Gray is an equal opportunity employer.OverviewThe Legal Executive Assistant works alongside industry-leading lawyers to serve as anattorney's right hand and play a vital role managing day-to-day activities, and to join the practiceas an integral member of the group, managing the flow of information as they screen, organizeand prioritize requests from both internal and external clients.Responsibilities* Supports and demonstrates fluency in the Firm's Trusted Advisor and ProactiveAssistance programs.* Demonstrates a professional demeanor in appearance and behavior. Maintains strictconfidentiality in all interactions. Possesses strong interpersonal skills. Demonstrates asolid ability to communicate with all levels of the organization.* Possesses exceptional verbal and written communication skills adhering to properbusiness writing standards. Demonstrates a keen eye for detail in informal and formalcommunications.* Maintains a positive and professional attitude at all times. Works effectively with otherdepartments, seeking solutions to business problems. Demonstrates an intellectualcuriosity and continuous drive to improve service.* Demonstrates an openness to constructive feedback and a flexibility to adjust behavior orperformance as needed.* Fosters open and frequent communication with teammates to ensure smooth andexpeditious support to assigned lawyers. Cross-trains teammates ensuring same first-classservice while away or out of the office.* Provides superior client service with internal and external clients displaying a proactive, can do attitude when meeting individuals, answering telephone calls, and acting onbehalf of the lawyers.* Acts as the gatekeeper prioritizing conflicting needs. Handles matters confidentially,expeditiously, proactively and independently and follows through on tasks untilsuccessful completion. Suggests new processes/procedures to expedite projects and dayto-day workflow.* Demonstrates intimate knowledge of assignments work habits and preferences.Anticipates needs and shepherds work forward with limited direction.* Develops strong understanding of (assigned lawyer's) practice and clients. Maintains aprofessional relationship with other legal counsel, courts, agencies and professionalorganizations on behalf of the attorney keeping up-to-date client contacts in InterAction,as well as, detailed client/matter lists.* Works closely with, and effectively manages, assigned lawyers' practice to keep him/herwell informed of upcoming commitments and responsibilities, following upappropriately.Billing Management* Efficiently reconciles and processes expenses. Reviews inbox, diary entries, calendarand other items to classify business and personal expenses. Reviews Chrome River andAmerican Express Card to allocate expense items. Obtains original receipts from lawyersin hand or other means, if available. Collaborates with internal or external resources toaddress all outstanding Chrome River or AMEX items within payment window, runninginquiries when necessary.* Actively manages timekeepers' diaries. Creates draft entries based on knowledge oflawyer activity, review of inbox, diary entries or other knowledge. Edits and reviewsentries to ensure conformity to best practices. Proactively manages lawyers to ensureentries meet submission deadlines. Obtains subject matter expert level knowledge of thebilling process. Proactively communicates and collaborates with assigned billingcoordinators. Coordinates the proper review of proformas, tracks, edits and updates, andfacilitates final approval of bill to ensure timely delivery to client. Assists in meetingtargets and year-end deadlines.Project Management* Composes, edits and proofreads correspondence, presentations and other documents. Demonstrates exceptional technological/document production skills.* 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).* Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately. Monitors lawyer's travel to ensure smooth arrival and departure. Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.). Manages airline check-in and boarding passes for assigned lawyers (when appropriate).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.* Demonstrates an exceptional understanding of Microsoft Outlook. Utilizes creative problem solving skills to solve challenging scheduling requirements. Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones.* Monitors attorney'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.* Training and Professional Development.* Actively contributes in secretarial huddles and other team related activity. Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary.* Maintains subject matter level expertise in the Firm's core applications. Understandsand adheres to best practices.Qualifications* 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 prioritizemultiple tasks with excellent attention to detail* Strong interpersonal skills and the ability to build relationships with internal and externallawyers, staff and clients* Expert communication skills* Proactive approach to problem-solving and strong decision-making capabilityCompensation and Total Rewards PackageRopes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.* New York ($73,900 - $112,650)Working ConditionsThis position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.Options