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Role Description

This role involves supporting a team of attorneys on the Fire Damages team as an Executive Assistant. The ideal candidate will thrive in a fast-paced legal environment and take pride in anticipating needs, managing competing priorities, and operating with discretion and professionalism.

• Manage complex attorney calendars and serve as the primary point of contact for internal and external stakeholders, ensuring timely communication, efficient scheduling, and alignment of competing priorities.
• Coordinate and maintain case files, including opening new matters, organizing and reviewing documents, and communicating with clients as needed to support case progression.
• Plan and coordinate all travel arrangements, meetings, conference calls, client engagements, and firm-related events, ensuring seamless execution and attention to logistical details.
• Prepare attorneys for meetings and daily engagements by gathering briefing materials, conducting research as needed, organizing supporting documentation, and tracking follow-up action items.
• Collaborate with firm leadership and department managers to facilitate efficient workflows and ensure deliverables are completed accurately and within established timelines.
• Manage bar memberships, licensing renewals, and professional dues across multiple jurisdictions, ensuring compliance and timely submissions.
• Plan, organize, and execute projects and events on behalf of the attorneys, maintaining deadlines, budget awareness, and a high standard of accuracy.
• Facilitate professional communication with clients, vendors, associates, and internal teams while maintaining discretion and confidentiality at all times.
• Oversee vendor relationships and coordinate services to ensure the office operates smoothly and efficiently.
• Take ownership of administrative functions by anticipating needs, identifying process improvements, and proactively implementing solutions.
• Coordinate select personal scheduling matters, including medical appointments and family calendar logistics, as requested, while maintaining appropriate boundaries and professionalism.
• Thrive in a fast-paced, deadline-driven environment by remaining adaptable, resourceful, and solution-oriented.
• Perform additional duties and responsibilities as assigned.

Qualifications

• Minimum of 5 years of experience in a law firm environment required.
• Paralegal certificate or degree in a related field preferred.
• Exceptional organizational and prioritization skills, with the ability to anticipate needs and manage multiple competing demands.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Strong interpersonal and customer service skills.
• Experience managing budgets and tracking expenditures on behalf of executives or departments.
• Working knowledge of standard office procedures and equipment.
• Proficiency in Microsoft Office Suite, Outlook, Adobe, and related software.

Benefits

• 100% employer-paid health, dental, and vision insurance for employees and dependents.
• $50,000 in life insurance provided at no cost.
• 401(k) plan with 6% dollar-for-dollar employer match after probationary period.
• Generous paid parental leave for birth, adoption, or fostering.
• Dependent care reimbursement up to $3,500/month.
• Healthcare and Dependent Care Flexible Spending Accounts (FSAs).
• Monthly commuter reimbursement up to $100 for public transportation.
• Home office reimbursement: $150 for a desk, $150 for a chair (one-time).
• $25 work-from-home allowance each pay period for hybrid and remote staff.
• Up to $5,250/year in tuition reimbursement for professional development.
• State bar and approved professional association dues covered.
• $30 Grubhub lunch credit every first Friday of the month.
• Community engagement support: matching donations to 501(c)(3) nonprofits and encouragement of volunteer time.