Executive Assistant (Legal Secretary) - (Hybrid Schedule) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value in the following ways: an air traffic controller 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.

Essential EA Functions

•  Specialized legal support leading to exceptional client service
• Calendar management and scheduling with meticulous attention to detail including: organizing travel schedule, meetings and related events, creating invitations for internal and client meetings and events to include all pertinent details (zoom links, locations, contact information), often liaising across time zones and multiple busy calendars; proficient in meeting planning, scheduling, and related logistics.
• Liaise 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 travel.
• Proactively manage schedule and calendar with a forward-thinking approach.  Exercise judgment as to priorities, use discretion and diplomacy to manage requests and help increase effectiveness through judicious calendar management and status reports.
• Run point making travel arrangements, leveraging the Firm’s Travel Department, but overseeing all aspects of travel planning, logistics, details and execution, to attorney’s preferences, aiming to be efficient with the attorney’s time during business trips, and keeping client-related components of business trips at the forefront. Coordinate logistics with international clients and service providers of multiple time zones.
• Track all follow-up requests (meetings, materials, deliverables).
• Approach all client interactions, either in writing, by telephone or in person, with the utmost professionalism, as a representative of the attorney, the practice team and the Firm.
• Prepare 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 attorney is prepared for meetings, events and interactions.
• Process New Business Intake forms promptly, ensuring timely follow up and assignment and communication of matter numbers. Maintain an ongoing status list of NBIs and new matters opened.
• Work independently and also contribute as a highly effective member of practice team. Build and maintain an effective working relationship with personnel at all levels. Effectively manage communications with high-level internal and external constituents.
• Contribute to success of the attorney’s financial and client growth goals.
• Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response.
• Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes.
• Work in conjunction with Firm’s Business Center to ensure prompt processing of all expenses.
• Process timesheets daily, drafting entries and following up as appropriate.
• Provide on-call support including during evenings and weekends as needed
• Perform other duties assigned.
• Corporate Tasks as required 

• • Prepare/draft exhibits for closings. Create closing binders. 

  • Westlaw/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 needed. 

  • Outlook: Calendar management; Monitor closing dates, filings and update status 

  • Maintain Client Minute Books. 

  • Notary Public qualified in designated RS Office a plus. 

  • Additional duties assigned based on business needs.

• Litigation Tasks as required 

• • Review and calendar due dates from documents, letters and other mail received. 

   • Draft/type various types of documents, including correspondence, pleadings, and memoranda and other such documents specific to the litigation practice area; proofread documents. 

  • E-Filings: Federal, State and appellate court filings. Scheduling remote court appearances 

   • Schedule/calendar appointments such as depositions, client meetings, trials court hearings and appearances; coordinate travel arrangements, as necessary. 

  • Schedules 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 errands. 

  • Depositions: Schedule Reserve court reporter for hearing and/or depositions, download transcript, and/or send to client for review. 

   • Trial preparation – binders, exhibits, etc. Work with local counsel to prepare and file documents. Draft some documents for filing, Notice of Appearance, Withdrawal of Appearance, etc. 

  • Additional duties assigned based on business needs

Job functions included are not exhaustive and may be supplemented as necessary.  Reed Smith reserves the right to revise or modify job functions at any time.

Requirements

Education: Two years of college or equivalent experience required. College degree or equivalent experience is required.

Experience: Five plus years experience in a high-level administrative support position. Experience in a law firm or other professional services firm preferred.

Skills: 

Expert organizational skills; top-notch time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress.

Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions. Facility with Zoom and MS Teams. Ability to handle confidential and sensitive matters professionally and with discretion. Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations. Good decision maker, strategic thinker and proven ability to manage time, people and resources in order to meet deadlines. Demonstrated ability to take initiative, manage projects and handle multiple competing priorities. Flexibility and ability to adapt to constantly changing priorities.

Project management skills/training, a plus.

Other

Supervisory Responsibilities: None

Equipment To Be Used:  Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Typical Physical Demands: Manual dexterity sufficient to operate standard office equipment.

Typical Mental Demands: Able to work effectively in a fast paced environment.  Make judgment decisions and adapt to changing work situations.  Grasp and apply new ideas.  Communicate with various personalities at all levels.

Working Conditions: You will be required to work in the office at minimum 3 days per week. The details of your weekly schedule will be discussed further with your direct supervisor.

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 generous 401 (k) plan.

 Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only.  No search firms.