Executive Assistant

We are seeking a dynamic and highly organized Executive Assistant to provide top-tier administrative and secretarial support to the Co-Chair of our firm. This role offers a unique opportunity to work closely with a key leader, contributing to the smooth and confidential operation of high-level initiatives. The EA interacts regularly with both the individuals whom s/he supports, as well as others within and outside the Firm in providing administrative support in facilitating the flow of all necessary and requested administrative related work. EA’s duties and responsibilities may also require heavy client contact, direct or indirect responsibility for preparation of monthly billing and collections, and/or the performance of a wide variety of other administrative tasks for the principal partner, other partner(s), associates and others as necessary and directed.

Job Description

ESSENTIAL JOB FUNCTIONS: 

•    Handles correspondence, written and electronic.
•    Understands and fully utilizes word processing functions for document preparation.
•    Answers phones, transfers calls, takes messages, establishes conference calls, uses voice mail, dispatches calls to appropriate personnel/department.
•    Maintains and processes extensive, specialized billing for principals, directly or indirectly.
•    Communicates extensively with all internal and external clients.
•    Investigates and responds to client requests.
•    Takes and transcribes dictation.
•    Coordinates and/or oversees filing and department assistants on various projects, as needed.
•    Processes direct billing of client chargeable calls.
•    Engages in client billings and collections as directed.
•    Maintains time and cost charges on Carpe Diem.
•    Maintains filing per team and Firm filing standards.
•    Opens and distributes mail.
•    Prepares New Matter Reports and updates list of client/matter codes.
•    Schedules meetings and conference calls, reserves conference rooms, coordinates video/audio equipment, orders food and arranges all other details for meetings and conference calls.
•    Maintains distribution lists and keeps a chronological file for each principal.
•    Monitors CLE credits for attorneys as requested and necessary.
•    Prepares and tracks supply requests when needed.
•    Monitors and maintains calendars and contacts. 
•    Makes travel arrangements and completes travel and entertainment reports.
•    Tracks and follows-up on approvals for expenses over established dollar amounts. 
•    Tracks and follows-up on position requisitions.  
•    Maintains files for principal partner(s) and others as directed. 
•    Maintains and updates Desk Notes, as needed. 
•    Practices and fosters a culture of teamwork and cooperation.
•    Performs any and all other duties as assigned and necessary for the efficient functioning of the principal partner(s), other attorneys and others as necessary and required. 

INTERACTIONS AND CHALLENGES

The EA to a Partner or Partners and other attorneys will be called upon to frequently exercise excellent judgment in the everyday fulfillment of these duties. The EA will regularly determine work priorities based upon Firm and Department standards.   The EA will be called upon to solve problems in a fast-paced and highly pressure-filled environment, often requiring independent thought with regard to the matter referred to herein.

QUALIFICATIONS / KSAs

•    Knowledge of the Firm’s Policies and Procedures.
•    Excellent written and verbal communications skills.
•    Excellent interpersonal skills.
•    Strong computer skills
•    Systems Required: Outlook, Microsoft Office (Word, Excel, PowerPoint), Interwoven, iManage, Roomtracker, Elite, Carpe Diem and Legiant.
•    Ability to prioritize and coordinate work.
•    Ability to maintain confidential information.
•    Ability to manage workflow, delegate projects as necessary and juggle multiple tasks and manage deadlines.
•    Ability to think critically and analytically and make independent decisions in pressured environment.
•    Ability to clearly and effectively communicate with varying levels of personnel both within and outside of the Firm.
•    Ability to work productively and cooperatively with other employees.
•    Knowledgeable in matters pertaining to client billing and collections.
•    Ability to constantly learn new skills as necessary and directed.
•    Equipment operation, including computer, fax machines, duplicating machines.
•    Vision: ability to see well enough to read materials and computer screen 80% of the time.
•    Hearing: ability to hear well enough to talk on the phone 50% of the time.
•    Posture: ability to sit for approximately 80% of the time.

Additional Job Description

At the time of this posting, the salary range for this position in New York is $115,000.00 to $140,000.00 annually. Actual compensation is commensurate with job related knowledge, skills, experience and location of the position. 

Location(s)

New York

Time Type

Full time

Dechert LLP is committed to ensuring equal employment opportunity and non-discrimination.  The Firm prohibits unlawful discrimination in any term or condition of employment against any employee or applicant for employment because of the individual’s race, color, creed, religion, sex, age, marital status, national origin, ancestry, citizenship, sexual orientation, gender identity or expression, genetic information, disability, membership or service in the armed forces, or any other characteristic protected by law.