Legal Executive Assistant

1 month ago

Chicago, Illinois, United States Ropes & Gray Full time
About Ropes & Gray

Ropes & Gray is a leading global law firm with a strong presence in major business centers worldwide. With a rich history of excellence, the firm has been consistently recognized for its leading practices in various areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Overview

The Legal Executive Assistant (LEA) role at Ropes & Gray is a unique opportunity to work alongside industry-leading lawyers, supporting their day-to-day activities and contributing to the firm's success. As an LEA, you will play a vital role in managing the flow of information, screening, organizing, and prioritizing requests from both internal and external clients.

Responsibilities
  1. Client Service Relationship Management
  • Foster open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyers.
  • Cross-train teammates to ensure same first-class service while away or out of the office.
  • Provide superior client service with internal and external clients, displaying a proactive, "can do" attitude when meeting individuals, answering telephone calls, and acting on behalf of the lawyers.
  • Act as the gatekeeper, prioritizing conflicting needs, handling matters confidentially, expeditiously, proactively, and independently, and following through on tasks until successful completion.
  • Suggest new processes/procedures to expedite projects and day-to-day workflow.
Billing Management
  • Efficiently reconcile and process expenses.
  • Review inbox, diary entries, calendar, and other items to classify business and personal expenses.
  • Review Chrome River and American Express Card to allocate expense items.
  • Obtain receipts from lawyers or other means if available.
  • Collaborate with internal or external resources to address all outstanding Chrome River or AMEX items within the payment window, running inquiries when necessary.
Project Management
  • Compose, edit, and proofread correspondence, presentations, and other documents.
  • Proactively coordinate internal/external meetings with limited direction.
  • Arrange proper logistics based on meeting requirements (visitor offices, conference room, video conference, and dial-in number, as appropriate).
  • Apply best practice when arranging travel, utilizing agent assist and online tools appropriately.
  • Monitor lawyers' travel to ensure smooth arrival and departure.
  • Maintain up-to-date travel preferences (frequent flyers, KTN, passport, etc.).
  • Manage airline check-in and boarding passes for assigned lawyers (when appropriate).
  • Proactively coach lawyers to delegate non-billable tasks to their LEA, allowing the lawyer to focus on legal work and engage in their practice.
  • Demonstrate an exceptional understanding of Microsoft Outlook.
  • Utilize creative problem-solving skills to solve challenging scheduling requirements.
  • Manage multiple calendars and support scheduling requirements across multiple lawyers, clients, offices, and time zones.
  • Monitor attorneys' inbox, clean up, organize, and/or respond per lawyer preferences.
  • Organize and clean up Outlook folder structure.
  • Ensure client/matter-related documents and emails are stored in FileSite Workspaces.
Qualifications

To be successful in this role, you will need:

  • A college degree or equivalent.
  • Expert proficiency with the MS Office (Word, Excel, PowerPoint, and Outlook) applications.
  • Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff, and clients.
  • Expert communication skills.
  • A proactive approach to problem-solving and strong decision-making capability.
Compensation and Total Rewards Package

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities, and a collegial and supportive culture. The anticipated pay range for this role in Chicago is $69,000-$103,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance.

Working Conditions

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development, and effective collaboration with colleagues and management.

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