3 days old

Practice Group Executive Assistant

New York, NY 10007
Job Description: At Perkins Coie, we look for individuals that are self-motivated, dedicated to providing value and superior services and, above all, people who have a high degree of integrity and enthusiasm for their work. Weve created a company culture that is based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work for one of the 100 Best Workplaces in America, get great health insurance, tuition reimbursement, your birthday off, and paid sabbaticals. GENERAL SUMMARY Provide high-level administrative support to Partner. Manage Partner calendar, coordinating meetings and appointments, and working to ensure that all deadlines are met. Manage the attorney status reporting process for the Partners clients. Track administrative tasks. Read and analyze incoming emails to determine their significance and coordinate appropriate action, including conflicts emails. Handle arrangements for business travel; process vendor invoices; assist in the management of correspondence both internally and with firm clients and vendors. Assist in client intake processes, maintain and update Outlook calendars and contact lists, and process expenses. In addition, as a member of the Perkins Coie LLP professional support staff team, this position is responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Practice Group Executive Assistant is expected to maintain the highest level of professional conduct and confidentiality. ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. Engage daily with the Partner, to help manage their calendar, ensuring appropriate priorities are exercised, deadlines are met, and all travel and meeting arrangements are handled appropriately. This includes all airline, hotel, car, etc. as well as preparation of necessary equipment (laptop, documents, etc.) and presentation materials. Responsible for prioritizing and managing multiple projects simultaneously. Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling and scheduling visitor offices as well as providing general support to visitors. Track and monitor location of Partner at all times in order to deliver time-sensitive messages. Track Partner administrative tasks. Read and analyze incoming emails to determine their significance and promptly coordinate appropriate action and/or distribution. Independently prepare and distribute documents and correspondence. Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for Partner and clients as required. Regularly coordinate with attorneys and legal practice management to manage the status reporting process for Partners clients. Process and route incoming mail and electronic communications. Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines. Review pro formas for compliance with outside counsel guidelines. Collaborate with billing to assist in resolving any billing issues. Work on special projects and assist in planning client events. Responsible for financial and accounting tasks including coordination with Client Financial Operations Analyst to ensure timely completion of review and editing of pro formas, routing of vendor invoices and preparation of expense reimbursements. Track and process Partner Professional Corporation business expenses. Coordinate preliminary conflicts checks. Prepare new client/matter intake forms and engagement letters. Provide technical support in the areas of Outlook, PowerPoint, and any other frequently used applications. Coordinate in-office meals for client and department meetings. Secure reservations and/or arrange out-of-office client dinners and social functions. Assume responsibility for and perform miscellaneous tasks and special projects as assigned. Be present at work during regularly scheduled working hours and as needed in the job position consistent with the firms attendance expectations. SPECIFIC SKILLS REQUIRED Individual should have strong interpersonal and writing skills and the ability to manage multiple projects simultaneously. Strong command of the English language including excellent spelling, grammar, punctuation, form, and style. Superb attention to detail and the ability to effectively prioritize work, manage multiple deadlines, and independently triage emails. Ability to communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups, legal teams, and with all levels of management and personnel. Must be a self-starter who is assertive and proactive, has excellent problem-solving and organizational skills, able to act on own initiative, use good judgment and work with little or no supervision in a fast-paced, high-pressured environment. Fluent in all Microsoft Office applications. Impeccable attendance and punctuality and a strong work ethic. Must be able to exercise discretion and maintain high level of confidentiality. EDUCATION AND EXPERIENCE Bachelors degree and a minimum of five years of administrative experience, including three years of previous experience supporting C-level executives or equivalent required. Experience in a law firm or other professional services environment preferred but not required. This position may be filled in New York City. In accordance with the New York City Human Rights Law, the base salary range in New York City for this position is $76,010 to $112,940 annually, depending on qualifications and experience. This range is specific to New York City and may not be applicable to other locations. The compensation for this position may also include a discretionary annual bonus. Information regarding benefits can be found here .
Posted: 2022-05-13 Expires: 2022-06-14

Perkins Coie understands your career is about choices, not trade-offs. Named one of the country's "100 Best Places to Work For" by FORTUNE magazine for 13 consecutive years, we provide an exceptional foundation on which to continue or expand your practice. During the past three years, we have hired more than 200 lateral attorneys firmwide at all experience levels. Our attorneys have broad and diverse backgrounds both within and outside the practice of law. By focusing on outstanding client service, superior legal work and generous pro bono and community involvement opportunities, we're dedicated to providing an atmosphere that encourages you to pursue your definition of success--both inside and outside the office.

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Practice Group Executive Assistant

Perkins Coie LLP
New York, NY 10007

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