Lead Executive Support Specialist

2 weeks ago


Arcadia, California, United States Reed Smith Full time

Job Overview

Reed Smith, a distinguished global law firm, is seeking a dedicated Executive Assistant to provide exceptional administrative support to our leadership team. With a rich history dating back to 1877, we serve a diverse clientele, including Fortune 100 companies and emerging enterprises across various industries.

Position Highlights

The Executive Assistant will play a crucial role in enhancing operational efficiency by managing complex schedules, coordinating travel arrangements, and facilitating communication among stakeholders. This position requires a proactive individual who can juggle multiple priorities while maintaining a high level of professionalism.

Key Responsibilities

  1. Administrative Support: Deliver specialized legal assistance that leads to outstanding client service.
  2. Calendar Management: Oversee scheduling with precision, including organizing travel itineraries, meetings, and events, while ensuring all relevant details are communicated effectively.
  3. Client Liaison: Act as a point of contact for both internal and external clients, coordinating logistics for meetings and travel arrangements.
  4. Meeting Preparation: Prepare agendas, materials, and follow-up communications to ensure the attorney is well-prepared for all engagements.
  5. Business Intake Processing: Manage New Business Intake forms and maintain an organized status list of new matters.
  6. Communication Management: Handle sensitive communications with discretion and professionalism, representing the attorney and the firm effectively.
  7. Expense Management: Collaborate with the Business Center to ensure timely processing of expenses and timesheets.
  8. Additional Duties: Perform various corporate tasks as required, including document preparation and research.

Qualifications

Education: A minimum of two years of college education or equivalent experience is required, with a preference for candidates holding a college degree.

Experience: At least five years of experience in a high-level administrative role, preferably within a law firm or professional services environment.

Skills Required

  • Exceptional organizational and time management abilities.
  • Strong communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, and Excel.
  • Ability to handle confidential matters with discretion.
  • Strong problem-solving skills and the ability to work under pressure.

Reed Smith is committed to fostering a diverse and inclusive workplace. We welcome applications from qualified candidates regardless of their background.



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