Legal Secretary
2 months ago
Focused on labor and employment law since 1958, Jackson Lewis P.C.'s 950+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged, stable and diverse, and share our clients' goals to emphasize inclusivity and respect for the contribution of every employee.
The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® "Best Law Firms".
Job Summary
The Executive Legal Assistant will provide comprehensive administrative support to the Equity Principal at Jackson Lewis, as well as senior and junior members of the Legal Team. This role involves managing a variety of confidential and complex tasks, including calendar management, travel coordination, administrative support, communication handling, meeting coordination, project assistance, and relationship management. The ideal candidate must excel in multitasking, managing changing priorities, and handling highly sensitive information with discretion.
Essential Functions
- Calendar Management: Coordinate attorney calendars, minimize conflicts, prevent double bookings, and proactively make decisions regarding appointment urgency and importance.
- Travel Coordination: Arrange travel itineraries, accommodations, and logistics for domestic and international trips, ensuring efficiency and cost-effectiveness.
- Administrative Support: Prepare and edit correspondence, presentations, reports, assist with expense reporting, budget tracking, and other administrative tasks as needed.
- Communication: Serve as the primary point of contact for internal and external inquiries, screen phone calls, and prioritize correspondence.
- Meeting Coordination: Organize and facilitate meetings, prepare agendas, take meeting minutes, follow up on action items, and assemble meeting materials.
- Confidentiality: Handle sensitive information with discretion to attorneys, clients, and the firm, exercising tact, diplomacy, and judgment.
- Project Assistance: Provide support on special projects and initiatives, including research, data analysis, and coordination with cross-functional teams.
- Relationship Management: Build and maintain positive relationships with internal teams, external partners, and clients on behalf of attorneys.
- Overtime: Ability to work regular overtime, including extended hours or additional shifts, as needed.
- Administrative assistant experience, or working with a Legal team preferred
- Proactive and action-oriented with excellent computer skills, including MS Office Suite (Outlook, Word, Excel, PowerPoint, and PDF).
- Tech savvy, curious, proactive, and willing to explore new technologies to increase efficiency.
- Ability to maintain confidentiality, demonstrate executive presence by conveying confidence, authority, professionalism, and leadership potential, and anticipate challenges in advance.
- Strong relationship-building, prioritization, organization, attention to detail, and communication skills.
- Familiarity with state and federal rules and procedures, electronic court filings (PACER, Virginia Judiciary), and Board of Director's meetings is a plus, but not a requirement
- Displays the ability to see challenges in advance by being proactive versus reactive.
- Builds cross-functional relationships at all levels of the company to ensure understanding of the business, leaders, and workflow.
- Excellent at prioritizing and organizing their own work and the work of their executive.
- Excellent verbal and written communication skills to correspond and interact with all levels of management, external company executives, clients, and other contacts.
- Ability to proofread own work and work of others for content and format accuracy
- May experience elevated levels of stress during periods of increased activity and with work entailing multiple deadlines.
- Bachelor's Degree or equivalent required
- Paralegal certificate preferred but not required
Jackson Lewis understands that embracing our differences makes us a stronger, better firm. We appreciate the importance of having a workforce that reflects the various communities in which we work, and we strive to create an inclusive environment where diverse employees want to work and where they can flourish professionally. In furtherance of our culture, all qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.
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