Direct Hire Executive Assistant in Philadelphia- Up to 95k! at Beacon Hill Staffing Group, LLC

Philadelphia, PA

About the Job

Our client is a leading Law Firm in Philadelphia with an immediate need for an Executive Assistant supporting 5 partners! If you are diligent, detail-oriented, and have experience in a fast-paced environment, this is the opportunity for you! Please see below for additional details:

About You;

5+ years of experience in an Executive Assistant or related position
Proven experience in a professional environment
Proficient in Microsoft Office including Outlook and Excel
5+ years of experience with Expense Reporting

About the Job:

Key Responsibilities:

Facilitate seamless communication and workflow among legal professionals, paralegals, and business staff.
Manage incoming calls, messages, and conference calls efficiently.
Handle both written and electronic correspondence, ensuring accuracy and timeliness.
Prepare client bills and associated documentation accurately.
Serve as a proficient resource within the Legal Team Hub, offering guidance and training to colleagues as required.
Generate new matter reports and maintain client/matter codes.
Proactively manage lawyers' Outlook calendars to prevent scheduling conflicts.
Maintain accurate time entries for lawyers using Carpe Diem.
Monitor and track professional development requirements for principals.
Maintain comprehensive contact information following the client's CRM best practices.
Arrange travel and complete travel expense reports using Concur.
Coordinate projects with office services to ensure smooth workflow.
Schedule meetings, reserve facilities, and coordinate necessary equipment and catering.
Organize business events, including dinners and receptions.
Utilize MS Office for document preparation, spreadsheets, and presentations.
Ensure proper document filing according to firm standards using Kwiktag.
Manage documents efficiently using the iManage document management system.
Review and process administrative and personal charges via BillBack.
Maintain detailed handover notes to ensure continuity of service during absences.
Perform other duties as assigned by allocated principals or Legal Team Coordinators to support efficient departmental, office, and firm operations.

As noted, this is a Direct Hire opportunity that offers Hybrid flexibility that would require the candidate to be located in or around Philadelphia, PA. The compensation is up to 95,000 annually and will be available to start as soon as possible. Please ensure you read through the posting and apply with a Microsoft Word version of your resume today!

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)