Executive Assistant

4 weeks ago

Washington, United States Jenner & Block Full time

ABOUT JENNER & BLOCK

Jenner & Block (www.jenner.com) is a law firm with global reach, with more than 500 lawyers and offices in Chicago, London, Los Angeles, New York, San Francisco and Washington, DC. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the #1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990.



OVERVIEW

The Executive Assistant working under the supervision of the Manager of Administration will take direction from and operate in support of Secretarial Services in the performance of a variety of administrative duties as assigned. The Executive Assistant is a non‐exempt position. The hours are 8:45am - 5:15pm ET, Monday ‐ Friday and additional hours as required.



REQUIRED JOB FUNCTIONS

General Support:

  • Prepare expense reimbursements and process client-related or vendor invoices for payment.
  • Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings.
  • Maintain calendar and contacts for Executive, MP, Partner or Manager.
  • Maintain electronic filing system via Outlook.
  • Document conversions, e.g., PDF to Word.
  • Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
  • Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
  • Perform other related duties, special projects and assignments as required. Assist other admins in back-up support and vacation coverage.


Partner Support:

  • Input attorney time into the WebTime time entry program.
  • Prepare, finalize and distribute new client Engagement Letters, New Business Memo, etc., including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks.
  • Maintain physical client files including creation of records. Prepare inactive case files and attorney materials for off-site storage.
  • Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar, resolution of billing problems and suggest process improvements.


PREFERRED JOB FUNCTIONS

  • Assist with the preparation of presentation materials.
  • Create, format and proofread correspondence, presentations, reports binders, spreadsheets and other reference materials as required to prepare Executive, MP, Partner or Manager for meetings and projects. Draft executive letters, memos, reports, talking points, video scripts and other documents.
  • Document inquiries and questions directed to the Executive and coordinate responses or
  • conversations as appropriate.
  • Analyze incoming memos, submissions and reports to determine their priority order. Review
  • incoming correspondence and interoffice materials, determine priority and respond appropriately.
  • Make recommendations regarding appropriate action and follow-up.
  • Maintain and manage Outlook contacts for Executive, MP, Partner or Manager.
  • Develop and maintain a broad and deep knowledge of law firm practices, processes and protocol. Have strong knowledge of various players.
  • Schedule and support meetings, prepare presentation materials and provide additional administrative support as needed.
  • Screen, answer and prioritize Outlook Email Inbox, file email and maintain Outlook folders.
  • Work closely with the other executive coordinators to execute administrative and strategic initiatives.


COMPETENCIES

  • Ability to interface and collaborate in a complex matrix management environment.
  • Works well independently as well as effectively within a team.
  • Works well under pressure.
  • Demonstrates ability to communicate effectively and professionally in a fast-paced and deadline driven environment.
  • Demonstrates effective interpersonal and communication skills, both verbal and in writing.
  • Great client service skills, including being comfortable interacting with firm clients.
  • Excellent organizational skills, ability to prioritize workload and have a strong attention to detail.
  • Must be able to follow direction.
  • Sound business judgment.
  • Proven ability to multi‐task.
  • Demonstrates initiative to anticipate needs.


QUALIFICATIONS AND REQUIREMENTS

  • Advanced in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed.
  • College degree preferred or equivalent work experience required.
  • Executive level administrative experience required.


Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings.


Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.

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