Legal Executive Assistant

Legal Practice Support Washington, District of Columbia

King & Spalding, a leading global law firm, seeks a Legal Executive Assistant to join our Washington, D.C. office.  

The firm offers a generous total compensation package with bonuses and raises awarded in recognition of individual merit-based performance. Eligible employees may participate in King & Spalding’s comprehensive benefit program including health and wellness plan, life and disability insurance, flexible spending accounts and a health savings account, a 401(k) plan, profit sharing plan, discount programs, and a substantial Paid Time Off (PTO) program.

GENERAL SUMMARY:

This position is responsible for providing a high caliber of executive level support to the Office Managing Partner (“OMP”) and Deputy Office Managing Partner of the Washington, D.C. office.  This role is focused on assisting with various special projects at their request, many of which are highly confidential and will require consistent use of sound judgment.  Exceptional organizational and communication skills required.

Candidates will have the following responsibilities:

  • Ability to synthesize and produce draft communications and presentations (e.g., by way of email, Microsoft Word and PowerPoint)
  • Interfaces and establishes ongoing business relationships with high-profile clients in person, by phone and/or email. Observes all necessary confidentialities, including lawyer-client and internal Firm.
  • Involvement in all functions relating to office management responsibilities held by the OMP and Deputy OMP, including, but not limited to: drafting office-wide communications, overseeing the coordination and execution of office-wide events, and advising other departments on preferences as needed.
  • Manages and anticipates scheduling, including managing incoming calls, potential conflicts by functioning in a proactive manner with actions focused on problem-solving and implementing systems and procedures to ensure that projects are kept on track and internal and external deadlines are met.
  • Advanced skillset in travel logistics and coordination.
  • Schedules and organizes onsite and offsite meetings, conferences, speaking engagements, client proposals and events. Works with Marketing and/or other office departments as needed, coordinates food and beverage services, reserves rooms and prepares materials.
  • Reviews and prioritizes a large volume of daily email. This task involves many facets: redirecting mail to other individuals in the Firm as appropriate, drafting both internal and external responses, investigating issues which are not clearly presented or which should contain a recommendation for action before presentation to the OMP and Deputy OMP, and properly coding check requests sent for approval.  Meet with OMP and Deputy OMP to review mail and internal requests requiring approval or decision.  Importantly, this job aspect requires daily judgment regarding what the OMP and Deputy OMP need to see and when.
  • Extensive interaction with C-suite, other OMPs, Practice Group Leaders, and Directors regarding requests placed upon the OMP. Interaction ranges in levels from discrete tasks to complex.
  • Possesses exceptional working knowledge of Microsoft Office
  • Maintains lawyers’ contacts.
  • Assists lawyers with Marketing and Business Development functions to include:
    • Accesses marketing materials (lawyers’ biographies, brochures, practices at a glance)
    • Prints, collates and binds materials for use in meetings
    • Coordinates updates to lawyers’ biographies and Linked In profiles
    • Undertakes internet research for lawyers’ business development as directed by lawyer(s).
  • Processes and closes time for partners in accordance with the Firm's policies and procedures. If requested, tracks lawyers’ billable hours, creates reports and maintains records.
  • Opens new clients and matters following Records Department procedures. Prepares conflict of interest forms and engagement letters.
  • Performs filing, photocopying, scanning, faxing. Coordinates services provided by administrative departments such as travel, office services, finance, records.  Follows-up on delivery and receipt acknowledgements.
  • Creates and maintains a highly organized and efficient filing system for client and administrative materials for lawyers utilizing established procedures; to include maintenance of appropriate indexes for records on and off-site storage.
  • Serve as liaison for non-attorney personnel seeking an audience with the OMP or Deputy OMP.
  • Perform other related duties as required and assigned.

REQUIREMENTS:

  • Undergraduate degree required.
  • Five years of C-suite level assistant, or comparably advanced, experience required.
  • High-level of professionalism and polish are required, as is the ability to maintain strict confidentiality and diplomacy.
  • Experience with software related to expense reimbursements, travel arrangements, relationship management strongly recommended.
  • Exceptional verbal and written communication skills are essential to this customer service focused role, including the ability to follow-up quickly and maintain quality of work in a fast-paced environment.
  • Expectation of 40 hours per week (four days in the office, one remote) with flexibility for additional time a must, including evenings and/or weekends.

 

SOFTWARE REQUIRED:

High level of proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Knowledge of Workday, Aderant, ChromeRiver, Intapp and DeskSite preferred.