Secretary / Executive Assistant

Essential Skills and Qualifications​A successful Executive Assistant in a law firm possesses a unique set of skills that go beyond general administrative competence. ​Exceptional Organizational Skills: This is a non-negotiable skill. The ability to multitask, prioritize a heavy workload, and manage multiple competing deadlines in a fast-paced, high-pressure environment is critical. ​Attention to Detail: Accuracy is paramount in the legal field. EAs must have an eagle eye for detail when proofreading and handling legal documents to avoid costly errors. ​Strong Communication Skills: Both verbal and written communication must be clear, concise, and professional. This includes the ability to communicate effectively with diverse stakeholders, from partners and clients to support staff. Basic ​Legal Knowledge: While not required to be an attorney, a solid understanding of legal terminology, procedures, and documentation is essential for performing the job effectively. ​Technical Proficiency: Mastery of standard office software (e.g., Microsoft Office Suite) is a given, but proficiency in legal-specific software for time tracking, billing, document management (e.g., iManage, Westlaw, LexisNexis), and case management is also highly valued. ​Discretion and Integrity: The role involves handling sensitive and confidential information, including client and personnel matters. Maintaining a high level of discretion and integrity is crucial for building trust and upholding ethical standards. ​Problem-Solving Skills: The ability to think critically and independently to identify and resolve issues is a key quality. ​Adaptability and Flexibility: The legal world can be unpredictable, with last-minute changes and urgent requests. An EA must be able to adapt to these changes and work with a flexible mindset. ​Administrative and Secretarial Support: ​Managing complex calendars, scheduling meetings, and coordinating appointments, often for multiple individuals. ​Organizing domestic and international travel arrangements and creating detailed itineraries. ​Preparing and submitting expense reports. ​Handling incoming and outgoing correspondence, emails, letters, and other communications. ​Answering and screening phone calls with a high level of professionalism. ​Maintaining physical and digital filing systems, ensuring all documents are current and easily accessible. ​Legal and Practice Management: ​Drafting, formatting, and proofreading legal documents, correspondence, reports, and presentations with meticulous attention to detail. ​Assisting with the preparation of legal documents such as contracts, pleadings, and briefs. ​Monitoring and tracking deadlines for court filings, client matters, and other legal obligations. ​Managing client onboarding, billing, and general relationship management. ​Conducting legal or factual research as needed. ​Liaising with other departments within the firm, as well as with clients, opposing counsel, and court staff.