Executive Assistant - (Hybrid Schedule)

Company: Reed Smith LLP
Location: Chicago
Posted on: February 8, 2025

Job Description:

US Job Description

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Firm Information

Reed Smith is a dynamic international law firm dedicated to helping clients move their businesses forward. With an inclusive culture and innovative mindset, we deliver smarter, more creative legal services that drive better outcomes for our clients. Our deep industry knowledge, long-standing relationships and collaborative structure make us the go-to partner for complex disputes, transactions and regulatory matters.

Our team of 3,000 people (including more than 1,600 lawyers) across more than 30 offices in the United States, Europe, the Middle East and Asia, operate as one global partnership to drive progress for our clients, for ourselves and for our communities.

Position Summary

This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value in the following ways: central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; a communicator linking the practice team, clients and the broader organization.

Job Duties and Responsibilities

Specialized legal support for the private client practice group leading to exceptional client service
Calendar management and scheduling with meticulous attention to detail, including proactively identifying and monitoring matter-related deadlines, and organizing and creating invitations for internal and external events to include all pertinent details (zoom links, locations, contact information), often across time zones and multiple busy calendars.
Liaise with internal and external clients and support services (e.g. IT, Travel, and Office Services as well as external vendors) on behalf of the attorney and the practice team as it pertains to scheduling of meetings, events and travel.
Leveraging the Firm's Travel Department while overseeing all aspects of travel planning, logistics, details and execution, to attorney's preferences, aiming to be efficient with the attorney's time during business trips, and keeping client-related components of business trips at the forefront.
Track all follow-up requests (meetings, materials, deliverables).
Approach all client interactions, either in writing, by telephone or in person, with professionalism, discretion, and diplomacy, as a representative of the attorney, the practice team and the Firm.
Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials. Proactively prepare or coordinate preparation of background materials and due diligence for meetings to ensure attorney is prepared for meetings, events and interactions.
Process Matter Opening Forms promptly, ensuring timely follow up and assignment and communication of matter numbers. Maintain an ongoing status list of MOFs and new matters opened.
Assist with billing process including reviewing time and cost entries and making corrections as needed, work closely with billing department to resolve billing problems and efficiently process final billing statements and letters to send to clients.
Build and maintain an effective working relationship with personnel at all levels. Effectively manage communications with high-level internal and external constituents.
Contribute to success of the attorney's financial and client growth goals.
Independently prioritize, research, and follow up on multiple incoming issues and concerns addressed to the attorney, including those of sensitive and/or confidential nature; recommend appropriate course of action, referral, and/or response.
Maintain Outlook contacts lists, promptly adding new contacts upon introduction to the attorney and keeping up-to-date as contact information changes.
Work in conjunction with Firm's Business Center to ensure prompt processing of all expenses and check requests.
Process timesheets daily, drafting entries and following up as appropriate.
Onsite responsibilities may include meeting clients in a professional manner; use of standard office equipment, including copiers and scanners; maintaining physical files; reviewing jobs for quality assurance; and providng support to attorneys outside of team assignments
Provide support outside of standard working hours, including during evenings and weekends as needed.
Additional duties as assigned.



Corporate/Private Client Tasks

Westlaw/Research: Perform internet research. Request UCC lien/litigation/bankruptcy searches from various entities (both state and county). Request certified copies of formation documents from various entities (both state and county); File formation documents with various entities (both state and county)
Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts (i.e., for purposes of tax filings); Retrieve documents from files as needed.
Maintain Client Minute Books.
Support wealth planning pracatice with estate planning, probate, some corporate transactions and LLC annual renewals.
Use templates to prepare estate plans, trust documents, power of attorney and other related documents for client execution.
Maintain gift tax files and prepare for upcoming tax year

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education: Two years of college or equivalent experience required. College degree or equivalent experience is preferred.

Experience: Five plus years experience in a high-level administrative support position. Experience in a law firm or other professional services firm preferred.

Skills:

Expert organizational skills; top-notch time management skills; streamlined and polished communication style; problem-solving orientation; ownership of the role and the responsibilities; meticulous attention to detail; ability to remain calm and poised in times of high stress.
Additionally: Mastery of Microsoft Office suite, including ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills including the calendaring and task functions.
Facility with Zoom and MS Teams.
Ability to handle confidential and sensitive matters professionally and with discretion.
Ability to resolve issues quickly, effectively, and diplomatically and to make appropriate recommendations.
Good decision maker, strategic thinker and proven ability to manage time, people and resources in order to meet deadlines.
Demonstrated ability to take initiative, manage projects and handle multiple competing priorities. Flexibility and ability to adapt to constantly changing priorities.
Project management skills/training, a plus.



Other

Supervisory Responsibilities: None

Equipment To Be Used: Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Essential Job Functions:

Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis.
--- Ability to utilize technology, including computers and telecommunication devices.
Ability to handle multiple tasks and diverse work problems on a daily basis and complete assignments within set timelines.
Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision.
Ability to adapt to changing work situations and grasp and apply new ideas.
Ability to sit and/or stand for prolonged periods, intense eye usage, and finger, hand and wrist dexterity associated with prolonged computer use.
Ability to use independent judgment and discretion and adapt to changing work situations.
Ability to effectively communicate with various personalities at all levels.
Ability to work a minimum of 3 days in the office (and up to 5 days if required) as a member of the EA team that is required to provide coverage in the office 5 days a week.



Working Conditions: Works in a typical office setting and/or remotely. You will be required to work in the office at minimum 4 days per week. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Pay Ranges:

This represents the presently-anticipated low and high end of Reed Smith's pay range for this position. Actual pay may vary based on various factors, including but not limited to location and experience.

Chicago: $34.62 - $42.86

Benefits Package Overview:

401k Plan
Medical
Health Savings Account
Virtual Health
Dental
Vision
Accident Insurance
Hospital Indemnity
Critical Illness Insurance
Life Insurance
Short-Term Disability
Long-Term Disability
Flexible Spending Accounts
Lyra Health Employee Assistance Program (EAP)
Paid Family Leave (for eligible Exempt and Non-Exempt Staff)
College Savings Plan
Transportation Benefit
Back-up Child Care
College Coach
Pet Insurance
Paid Time Off (all full time staff, exempt and non-exempt. Does not include temporary full time work)



Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.
Remote working/work at home options are available for this role.

Keywords: Reed Smith LLP, Chicago , Executive Assistant - (Hybrid Schedule), Other , Chicago, Illinois