Executive Assistant

We invite you to review our current professional staff openings to learn about the opportunities available across the firm.
 

About Us

Skadden, Arps, Slate, Meagher & Flom LLP (Skadden) has forged a reputation as one of the most prestigious law firms in the world. By relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are recognized as a global powerhouse for complex transactions, litigation/controversy issues, and regulatory matters, as well as for the open, collaborative relationships we build with clients. Our attorneys, who reflect diverse backgrounds and perspectives, collaborate seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

The Opportunity

We are seeking an Executive Assistant to join our Firm.  This position will be based in our Palo Alto office (hybrid). The Executive Assistant provides assistance to, and manages resources for, partners, counsel, associates and staff attorneys.

• Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; maintaining files, records, attorney calendars and time records; preparing attorney expense reports.

• Proxies into attorney's e-mail (if permission is granted) to process new messages, maintain organized e-mail folders and keep attorney apprised of priorities. Ensures proper filing of emails to retention folders and SRM.

• Anticipates attorney needs by proactively identifying potential issues and conflicts and takes the initiative to offer solutions and preempt needs.

• Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process.

• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.

• Handles all aspects of document preparation, processing, preparing redlines, PDF creation, conversions and quality control of work product.

• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.

• Seeks ways of being energetically responsive to clients, providing superior client service in both small and large ways.

• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.

• Utilizes applications like Excel and PowerPoint to facilitate attorneys’ work.

• Researches and makes complex travel arrangements for attorneys, including assisting with visa requirements.

• Prepares check requests for vendor invoices.

• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.

• Assists with attorney personal work when required.

• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff.

• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, faxing and hand-delivering packages.

• Performs special projects as assigned.

• Assures that all completed projects adhere to accepted professional standards.

• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.

• Manages Firm resources responsibly.

• Complies with and understands Firm operation, policies and procedures.

• Performs other related duties and special projects as assigned.

Qualifications

• Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems

• Demonstrates effective interpersonal and communication skills, both verbally and in writing

• Demonstrates close attention to detail

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations

• Ability to handle multiple projects and shifting priorities

• Ability to work well independently as well as effectively within a team

• Ability to synthesize information to prioritize and organize tasks

• Ability to work well in a demanding and fast-paced environment

• Ability to work in-office at least four days per week to perform in-office administrative functions, maintain physical files, and provide client support services

• Frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds

• Ability to handle sensitive matters and maintain confidentiality

• Demonstrates a high level of professionalism

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations

• Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Education & Experience

• High school diploma or equivalent

• Minimum of three years of experience in an office environment or an equivalent combination of education and experience

Culture & Life at Skadden
What makes Skadden special is our people and the culture, community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being of our team is important to us.  We offer generous benefits to help you achieve wellness in all areas of your life. 

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

For further details, please visit:  https://www.skadden.com/careers/staff/employee-benefits

Skadden is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information, please visit Skadden.com/careers.

The starting base salary for this position is expected to be within the range listed under Salary Details.  Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.

Salary Details

$95,000 - $110,000

EEO Statement

Skadden is an Equal Opportunity Employer. It adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor including, but not necessarily limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.
 

Applicants who require an accommodation during the application process should contact Winnie Feng at (212) 735-3037.

Skadden EEO and Affirmative Action Policy

Skadden EEO and Affirmative Action Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

In accordance with the Transparency in Coverage Rule,

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Transparency in Coverage

Applicants Have Rights Under California Law

Applicants Have Rights Under California Law

Skadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.