Executive Assistant to Firm Managing Partner

2 weeks ago

washington, United States Jenner & Block Full time

ABOUT JENNER & BLOCK

Jenner & Block LLP is a law firm with global reach, with offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC. The firm is known for its prominent and successful litigation practice, global investigations practice, regulatory and government controversies work, and experience handling sophisticated and high-profile corporate transactions. Its clients include Fortune 100 companies, technology companies, large privately held corporations, emerging companies, Native American tribes, and venture capital and private equity investors. The American Lawyer has recognized Jenner & Block as the No. 1 pro bono firm in the United States 10 times.


OVERVIEW

The Executive Assistant to the Firm Managing Partner will support the Co-Managing Partner in the performance of a variety of executive and administrative duties as assigned. This role reports directly to the Co-Managing Partner and will have significant interactions with attorneys, firm counsel, administrative, and firm leadership. This is an excellent opportunity for candidates interested in law school and wishing to experience how a top global law firm operates at the highest level. The Managing Partner Executive Coordinator is a non‐exempt position. The hours are 8:45am - 5:15pm ET, Monday ‐ Friday and additional hours as required.


REQUIRED JOB FUNCTIONS

  • Maintain complex calendar, coordinate, and brief on all scheduling activities (internal and external meetings, client-related appointments, business development activities, etc.)
  • Create, format, and proofread correspondence, presentations, reports binders, spreadsheets, and other reference materials.
  • Draft executive letters, memos, reports, talking points, video scripts, and other documents.
  • Monitor and track incoming telephone calls, manage messages, and return calls as requested.
  • Document inquiries and questions and coordinate responses or conversations as appropriate.
  • Make recommendations regarding appropriate action and follow-up.
  • Maintain daily, weekly, and ongoing to-do list, organized by priority level.
  • Analyze incoming memos, submissions, and reports to determine their priority order.
  • Partner with the Communications team, Primary Team Coordinator, and other firm departments to monitor press coverage and schedule interviews and other appearances.
  • Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol.
  • Have strong knowledge of various players.
  • Perform a key role in client service by coordinating with internal and external contacts and interacting with firm clients.
  • Track developments for key Co-Managing Partner clients to keep Co-Managing Partner abreast of business development opportunities.
  • 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.
  • Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm- provided travel agency.
  • Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings.
  • Maintain electronic filing system via Outlook.
  • Identify and track business-related expenses; prepare expense reports and submit for reimbursement.


General Administrative 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 and electronic client files including creation of records. Prepare inactive case files and attorney materials for off-site storage.
  • Document conversions, e.g., PDF to Word.
  • Process client-related or vendor invoices for payment.
  • Perform other related duties, special projects and assignments as required.



REQUIRED COMPETENCIES AND QUALIFICATIONS

  • Strong academic credentials and undergraduate degree.
  • Experience coordinating several scheduling activities with multiple parties.
  • Maintaining confidentiality and handling sensitive information with discretion are essential aspects of this role.
  • Able to manage varying priorities and adapt to ever-changing situations.
  • 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 the 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; strong decision-making skills and comfortable navigating challenging situations
  • Proven ability to multi‐task.
  • Demonstrates initiative to anticipate needs.
  • 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.


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.


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.

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