Executive Assistant at Locke Lord

Posted in Other 4 days ago.

Location: Los Angeles, California

Job Description:

Success is always within your reach at Locke Lord.

Locke Lord is a premier full-service law firm that has earned a solid reputation for complex litigation, regulatory and transactional work on behalf of clients in important and growing industry sectors around the world.

At Locke Lord, our diverse and inclusive culture of collegiality and collaboration - core values of the Firm - across all of our offices and practices is ultimately reflected in our client experience by culminating in a deep understanding of our clients' businesses.

Locke Lord is proud to uphold a collective sense of integrity. Our Firm invests in your professional growth, whether you are a seasoned professional or a recent graduate. In addition to lawyers, we hire problem solvers to deliver creative solutions across numerous disciplines, including marketing, technology, accounting, human resources, practice support and office services. We reward our employees with a team oriented work environment, competitive salaries, and a comprehensive benefits program.

General Statement of Duties:

The Executive Assistant is responsible for helping a busy corporate partner by providing administrative support in a fast paced, fluid work environment. Intense administrative responsibilities, heavy scheduling of all appointments and meetings, client contact, preparation for client meetings, itineraries, travel and community activities. Must be assertive and confident with a proactive work style attuned to schedules and preparing files in advance of meetings. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the partner's needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including clients, other attorneys in the Firm, and members of Senior Management. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Duties & Responsibilities:

  • Provide support which may include: drafting and revising documents, answering phones, scheduling appointments, travel, managing email, contacts, calendars, and/or opening and distributing mail

  • Assist with various corporate transactional matters, including drafting and preparing correspondence, reports, contracts, agreements, consents, proxy statements, corporate certificates, acquisitions and dispositions, financings and joint ventures, leases, closing statements, signature pages, promissory notes, deeds, etc.

  • Communicate with clients, arranging meetings, etc.

  • Ability to work independently with sound judgement and discretion

  • Maintaining files on Firm's document system

  • Record, revise, and submit attorneys' timesheets in Intapp

  • Coordinate and assist with all business-related travel arrangements and expense reimbursements

  • Address and assist with billing matters, including reviewing proformas, sending accruals and invoices each month.

  • Open, maintain, and close matter files including conflicts checks

  • Occasionally sending and retrieving documents and files to and from records

  • Preparing, revising, and transmitting various corporate practice documents and forms

  • Assist with other attorneys if assigned.

  • Perform other duties and responsibilities as assigned.

Education & Experience:

  • 5+ years of legal and/or executive assistant experience is required. Exceptional administrative skills, drafting, and proofreading skills are needed

  • Advanced skills in MS Outlook, Word, Excel, and PowerPoint, creating Teams/Zoom meetings

  • Experience with document preparation and familiarity with document management systems. Helpful if comfortable with DocuSign, Box.com, etc

  • Ability to communicate effectively with attorneys, management, and support staff

  • Ability to work both independently and collaboratively

  • Ability to work after hours when requested and as needed - this position requires evening and weekend hours support on a regular basis

  • Ability to multi-task and work in a confidential, deadline driven environment

Additional Information:

Supervisory Responsibility - This position does not have any direct reports.

Work Environment - This position operates in a professional office environment.

Position Type/Expected Work Hours - This is a full-time exempt position. Days and hours of work are Monday through Friday, 7:00 a.m. to 4:00 p.m. Working beyond these core hours and night/weekends as needed is expected and essential.

Travel - Little to no travel is expected for this position.

Locke Lord LLP is an Equal Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, color, religious creed, sex, national origin, citizenship status, ancestry, age, sexual orientation, gender identity or expression, marital status, domestic partner status, civil union status, genetic information, disability, veteran status or other classifications that are deemed to be protected under federal, state and/or local laws. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.
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