Legal Executive Assistant at Ropes & Gray LLP in Los Angeles, CA

Summary: Ropes & Gray is a preeminent global law firm seeking a Legal Executive Assistant to support industry-leading lawyers. The role involves managing day-to-day activities, client relationships, and billing processes while ensuring confidentiality and exceptional service. Responsibilities: - Fosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers - Cross-trains teammates ensuring same first-class service while away or out of the office - Provides superior client service with internal and external clients displaying a proactive, 'can do' attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers - Acts as the gatekeeper prioritizing conflicting needs - Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion - Suggests new processes/procedures to expedite projects and day-to-day workflow - Demonstrates intimate knowledge of assignment’s work habits and preferences - Anticipates needs and shepherds work forward with limited direction - Develops strong understanding of (assigned lawyer’s) practice and clients - Maintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter lists - Works closely with, and effectively manages, assigned lawyers’ practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately - Efficiently reconciles and processes expenses - Reviews inbox, diary entries, calendar and other items to classify business and personal expenses - Reviews Chrome River and American Express Card to allocate expense items - Obtains receipts from lawyer or other means if available - Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary - Actively manages timekeepers’ diaries - Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge - Edits and reviews entries to ensure conformity to best practices - Proactively manages lawyers to ensure entries meet submission deadlines - Obtains subject matter expert level knowledge of the billing process - Proactively communicates and collaborates with assigned billing coordinators - Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client - Assists in meeting targets and year-end deadlines - Composes, edits and proofreads correspondence, presentations and other documents - Demonstrates exceptional technological/document production skills - Proactively coordinates internal/external meetings with limited direction - Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate) - Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately - Monitors lawyer’s travel to ensure smooth arrival and departure - Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.) - Manages airline check-in and boarding passes for assigned lawyers (when appropriate) - Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice - Tasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment - Demonstrates an exceptional understanding of Microsoft Outlook - Utilizes creative problem solving skills to solve challenging scheduling requirements - Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones - Monitors attorney’s inbox - Cleans-up, organizes and/or responds per lawyer preferences - Organizes and cleans up Outlook folder structure - Ensures client/matter related documents and emails are stored in iManage Workspaces - Actively contributes in secretarial huddles and other team related activity - Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary - Maintains subject matter level expertise in the Firm’s core applications - Understands and adheres to best practices - Performs other work-related duties as assigned Required Qualifications: - Supports and demonstrates fluency in the Firm's Trusted Advisor and Proactive Assistance programs - Demonstrates a professional demeanor in appearance and behavior - Maintains strict confidentiality in all interactions - Possesses strong interpersonal skills - Demonstrates a solid ability to communicate with all levels of the organization - Possesses exceptional verbal and written communication skills adhering to proper business writing standards - Demonstrates a keen eye for detail in informal and formal communications - Maintains a positive and professional attitude at all times - Works effectively with other departments, seeking solutions to business problems - Demonstrates an intellectual curiosity and continuous drive to improve service - Demonstrates an openness to constructive feedback and a flexibility to adjust behavior or performance as needed - Fosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers - Cross-trains teammates ensuring same first-class service while away or out of the office - Provides superior client service with internal and external clients displaying a proactive, 'can do' attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers - Acts as the gatekeeper prioritizing conflicting needs - Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion - Suggests new processes/procedures to expedite projects and day-to-day workflow - Demonstrates intimate knowledge of assignment's work habits and preferences - Anticipates needs and shepherds work forward with limited direction - Develops strong understanding of (assigned lawyer's) practice and clients - Maintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter lists - Works closely with, and effectively manages, assigned lawyers' practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately - Efficiently reconciles and processes expenses - Reviews inbox, diary entries, calendar and other items to classify business and personal expenses - Reviews Chrome River and American Express Card to allocate expense items - Obtains receipts from lawyer or other means if available - Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary - Actively manages timekeepers' diaries - Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge - Edits and reviews entries to ensure conformity to best practices - Proactively manages lawyers to ensure entries meet submission deadlines - Obtains subject matter expert level knowledge of the billing process - Proactively communicates and collaborates with assigned billing coordinators - Coordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to client - Assists in meeting targets and year-end deadlines - Composes, edits and proofreads correspondence, presentations and other documents - Demonstrates exceptional technological/document production skills - Proactively coordinates internal/external meetings with limited direction - Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate) - Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately - Monitors lawyer's travel to ensure smooth arrival and departure - Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.) - Manages airline check-in and boarding passes for assigned lawyers (when appropriate) - Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practice - Tasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipment - Demonstrates an exceptional understanding of Microsoft Outlook - Utilizes creative problem solving skills to solve challenging scheduling requirements - Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones - Monitors attorney's inbox - Cleans-up, organizes and/or responds per lawyer preferences - Organizes and cleans up Outlook folder structure - Ensures client/matter related documents and emails are stored in iManage Workspaces - Actively contributes in secretarial huddles and other team related activity - Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary - Maintains subject matter level expertise in the Firm's core applications - Understands and adheres to best practices - Performs other work-related duties as assigned Required Skills: Document production skills, Client relationship management, Billing process knowledge Important Skills: Microsoft Outlook Benefits: Comprehensive health and well-being benefits, Personal and professional development, Career growth opportunities, Collegial and supportive culture, Discretionary bonus based on performance