Executive Assistant

Found in: Appcast US C2 - 2 weeks ago


Chicago, United States Addison Group Full time

Our legal client is seeking an Executive Assistant to join their Chicago team on a Direct Hire basis. Ideal candidates will be driven, organized and proactive with 5+ years of high level executive-level support.


Location: Downtown Chicago (hybrid)

Pay: $65K-85K (Depending on years of experience)


MAIN DUTIES AND RESPONSIBILITIES include:

  • Provides 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.
  • Efficiently reconciles and processes expenses.
  • Reviews inbox, diary entries, calendar and other items to classify business and personal expenses.
  • Reviews Chrome River and American Express Card to allocate expense items.
  • Obtains receipts from lawyer or other means if available.
  • Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary.
  • Actively manages timekeepers’ diaries. Creates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledge.
  • Edits and reviews entries to ensure conformity to best practices. Proactively manages lawyers to ensure entries meet submission deadlines.
  • Composes, edits and proofreads correspondence, presentations and other documents. Demonstrates exceptional technological/document production skills.
  • Proactively coordinates internal/external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate).
  • Applies best practice when arranging travel, manages airline check-in and boarding passes for assigned lawyers (when appropriate).
  • Assist with printing, scanning, copying/binding, filing, notary services, document preparation and package shipment.
  • Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones.
  • Monitors attorney’s inbox. Organizes and cleans up Outlook folder structure. Ensures client/matter related documents and emails are stored in FileSite Workspaces.


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