Executive Assistant
Description
Who We Are:
Lowenstein Sandler is a one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, New Jersey, Palo Alto, Washington, DC, and Utah. Our primary administrative offices are located in Roseland, New Jersey, where we are consistently ranked among the best places to work. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.
What You Will Do:
This position will sit in our New York office and currently offers a hybrid work opportunity. The Executive Assistant's role is to provide full and diversified administrative support of a responsible nature to the Managing Partner, assigned firm personnel, including assigned Partners, Associates in section and practice group, and other key management personnel (i.e., supervisor(s)), utilizing broad and comprehensive experience, skills and knowledge in organizational policies, procedures, and practices.
The Executive Assistant performs the most complex administrative and billing activities which may be highly confidential and sensitive. This role is responsible for the billing cycle for the Managing Partner, including prebill review and edits; generate and send final bills; and comply with firm and client requirements and deadlines.
This role also serves as a facilitator who may coordinate deadlines, analyze information, follow up on or request information from others to communicate supervisors' instructions or to satisfy ongoing needs of supervisor(s), assist with project coordination and completion, and assist and relieve attorneys and other legal personnel of administrative and clerical work by performing essential duties and responsibilities which include the following:
- General administrative duties, including but not limited to, entering attorneys’ time; preparing and submitting attorney expense reports; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); answering telephones for attorneys as well as others in the section in a professional manner, taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; organizing and maintaining electronic and paper client files and keeping filing up-to-date; retrieving existing files through RIO and closing out and sending files off-site; providing coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits; learning/maintaining knowledge of attorneys' practice and client/matter history; relieving attorneys of administrative tasks.
- Manage attorneys' calendars.
- Responsible for assigned Partners’ billing, from prebill generation to sending and collection of invoices.
- With attorneys' permission, manage attorneys' emails (review/delegate/file).
- Assist in projects and project management for attorneys and/or supervisor(s).
- Handle delegated sensitive and emergent emails and calls from clients, court personnel and other contacts of assigned attorneys and responsibility for follow-up; exercise judgment in responding to unique and urgent situations.
- Assist attorneys in managing their competing priorities by proactively assuming responsibility for items that can be delegated and rescheduling attorneys' commitments to be more effective.
- Anticipate what attorneys will want and follow up to ensure that they are completely satisfied.
- Escalate unfamiliar issues rapidly and anticipate/resolve potential problems.
- Assist section or practice group in assuring timely completion of assigned projects as needed.
- Participate in firm training opportunities; participate in training of other employees and
- staff members to promote cross-training of all employees, assist colleagues in learning new
- skills/tasks to integrate them into the team.
- Seek out opportunities to continuously improve skill set at a more advanced level to broaden scope of role.
- Proactively anticipate attorney needs and ensure follow-through to deliver a high level of satisfaction and support.
- Draft complex correspondence and documents and anticipate attorneys' need for same.
- Marketing-related responsibilities (which may include coordination and distribution of collateral materials for client seminars; coordinating/ assisting with marketing projects between supervisor(s), clients and the Marketing Department and event planning).
- Encourage others to accept change and use it to derive organizational and personal benefit.
- Assist section or practice group in assuring timely completion of assigned projects as needed.
- A minimum of 8 years Senior Legal Secretary experience within a law firm.
- Demonstrate excellent organizational skills and strong attention to detail.
- Provide outstanding client service by possessing and utilizing excellent telephone and interpersonal skills with legal staff, peers, and administrators, as well as the firm's clients and external contacts.
- Demonstrate judgment in scheduling of attorneys' time.
- Exhibit sound judgment to make decisions on sensitive issues, as well as ability to work with confidential documents and information.
- Demonstrate ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines, by resourcefulness, anticipating needs, prioritizing responsibilities, anticipating calendar conflicts and proactively managing schedule changes.
- Balance multiple priorities by considering risk, importance, urgency, organizational dynamics and other related factors.
- Work independently on complex assignments, but able to work in a team environment as well.
- Expert Time, Aderant or Elite Billing experience; advanced knowledge of legal billing processes and procedures.
- Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft 365, Outlook 2010, Excel, Intapp Open, Chrome River, PowerPoint, docketing software, and client relationship management software.
- Assist and advise more junior peers in handling of emergency or urgent calls and assignments from legal staff, the firm's clients, or external contacts (e.g., court personnel, prosecutors, etc.).
- Skilled in organizing and formatting complex, professional documents and correspondence.
Schedule: Full-time, Monday – Friday, 10:00 AM – 6:00 PM
Amount of Travel Required: 0
The expected salary range for candidates meeting the requirements of this position is $70,000 to $90,000. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.
Disclaimers:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.
Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.
Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.
