Assistant

The Assistant is responsible for providing executive level administrative support to attorneys of the firm by effectively managing day-to-day activities and the flow of information and maximizing their attorneys’ time and productivity. ## **Responsibilities** * Foster open and frequent communication with assigned attorneys and keep them informed of upcoming commitments and responsibilities; including assisting in meeting targets and deadlines * Manage daily coordination of attorneys’ Outlook calendars and use creative problem solving skills to solve challenging scheduling requirements. Act as the gatekeeper for prioritizing conflicting needs * Answer multiple phone lines; screen and direct calls them as appropriate * Coordinate internal and external meetings, programs and events. Arrange proper logistics based on meeting requirements * Make arrangements for travel, transportation and accommodations via Internet and/or through the Firm’s travel department * Serve as first point of contact as it relates to managing attorneys’ schedule, travel arrangements, billing, document production (e.g. redlining, formatting, etc.) and other tasks * Assist attorneys with administrative tasks including preparing their diaries, processing Chrome River expenses, and keeping contact lists up to date * Prepare attorney diaries through Firm diary application (Intapp) * Organize and maintain key documents in the appropriate workspaces in the document management system * Utilize various office machines to transmit data, print, duplicate, fax and PDF * Create and maintain attorney files using alphanumeric systems * Coordinate with Conference Services when scheduling meetings for room reservations, food/beverages and audio/visual equipment needs * Prepare and process client bills, working closely with Billing department * Create, revise and proofread letters and various legal documents * Provide backup coverage for other assistants and receptionists * Perform other duties as assigned ## ##