Fenwick & West
Executive Assistant (D.C.)
Fenwick & West, Washington, District of Columbia, us, 20022
Job Description Summary
The Firm’s Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, including business development, maintaining client relationships, and overseeing contact management. The EA’s role is to act as the “right hand” to the partners and proactively manage the partners’ day-to-day schedule and operations. Understanding critical objectives, strict deadlines, and fostering cooperation are just a few key requirements of this integral role.
This position offers a hybrid schedule and requires three days onsite in our Washington, D.C. office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.
Job Description
Maintain and foster positive contact and collaborative working relationships with assigned Practice Group Partners/Associates/Paralegals, Firm clients, Administrative Departments, and external vendors.Meticulously manage and prioritize an exceptionally active calendar of appointments/events, including coordinating, managing, and maintaining partner schedules, arranging client meetings, and setting up speaking engagements.Work closely with the partner to keep them well informed of upcoming commitments and responsibilities, proactively following up and providing solutions to conflicts/issues that arise.Take initiative to ensure the partner is prepared for their day and any scheduled meetings or business travel.Screen calls and in-person requests applying excellent judgment when responding to requests for partner time, serving as a “gatekeeper” to ensure the partner’s schedule is optimized for efficiency and productivity.Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature, requiring keen attention to detail and discretion.Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, maintaining the partner’s files in line with the Firm’s confidentiality and security policies.Arrange detailed travel plans and provide itineraries, ensuring arrangements are within Firm or client guidelines for travel costs.Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion.Complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time effectively, and monitoring progress.Enhance partner’s standing by accepting ownership for accomplishing new requests.Provide back-up support to other partners or team members as necessary, demonstrating flexibility and a team-centric approach.Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes.Perform complex and specialized administrative tasks using independent judgment.Solid understanding of the regulatory process related to obtaining or maintaining Regulatory Approval.At all times, represent Firm and leadership in a highly polished and professional manner.Perform other related duties or special projects, as assigned.
Client Billing
Routinely review monthly bills for consistency, accuracy, and substance; assist in the finalization of monthly bills.Respond to client requests for month-end estimates, as necessary.Assist in monitoring A/R and collections and identify issues, as necessary.Work closely with billing coordinator to ensure accurate execution of billing and collection instructions.Depending on the requirements for specific partners, an EA may be granted access to the Finance Department’s Aderant System for client billing.
Business Development and Client Maintenance
Assist partner in business development efforts, including organizing and maintaining key contacts and coordinating with Marketing and Finance on pitch meeting preparation.Support the partner with client maintenance by onboarding new clients and ensuring regular contact with key clients.May be asked to support partner in managing their social media platforms.Maintain partner’s bio and social media profile(s) with relevant new information.Plan, book, and organize small events, ensuring seamless coordination and execution.Handle client gifting, coordinating delivery and feedback.
Practice Administration (may Include)
Maintaining, creating, or updating relevant reports.Project management of key practice administration initiatives.Preparing agendas and materials for practice group meetings.
Desired Skills And Qualifications
Possess a high level of anticipatory skills and excellent judgment.Take initiative to analyze areas and processes for improvement.Capable of working independently and effectively in a team.Possess a high level of accountability and commitment to ethical practices.Excellent verbal and written communication skills.Proficient in Microsoft Office, Adobe Acrobat, and Social Media web platforms.
Reporting to the Office Administrator, the ideal candidate will have 5+ years of experience supporting a law firm Partner or C-level Executive. Regulatory experience a plus. Bachelor's degree preferred or relevant experience required.
Benefits And Compensation Details
At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health is the reason we offer a comprehensive benefit program.
The Anticipated Range For This Position Is
$107,000 - $145,250
A discretionary bonus for eligible employees may also be available based on performance.
#J-18808-Ljbffr
The Firm’s Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, including business development, maintaining client relationships, and overseeing contact management. The EA’s role is to act as the “right hand” to the partners and proactively manage the partners’ day-to-day schedule and operations. Understanding critical objectives, strict deadlines, and fostering cooperation are just a few key requirements of this integral role.
This position offers a hybrid schedule and requires three days onsite in our Washington, D.C. office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.
Job Description
Maintain and foster positive contact and collaborative working relationships with assigned Practice Group Partners/Associates/Paralegals, Firm clients, Administrative Departments, and external vendors.Meticulously manage and prioritize an exceptionally active calendar of appointments/events, including coordinating, managing, and maintaining partner schedules, arranging client meetings, and setting up speaking engagements.Work closely with the partner to keep them well informed of upcoming commitments and responsibilities, proactively following up and providing solutions to conflicts/issues that arise.Take initiative to ensure the partner is prepared for their day and any scheduled meetings or business travel.Screen calls and in-person requests applying excellent judgment when responding to requests for partner time, serving as a “gatekeeper” to ensure the partner’s schedule is optimized for efficiency and productivity.Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature, requiring keen attention to detail and discretion.Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, maintaining the partner’s files in line with the Firm’s confidentiality and security policies.Arrange detailed travel plans and provide itineraries, ensuring arrangements are within Firm or client guidelines for travel costs.Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion.Complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time effectively, and monitoring progress.Enhance partner’s standing by accepting ownership for accomplishing new requests.Provide back-up support to other partners or team members as necessary, demonstrating flexibility and a team-centric approach.Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes.Perform complex and specialized administrative tasks using independent judgment.Solid understanding of the regulatory process related to obtaining or maintaining Regulatory Approval.At all times, represent Firm and leadership in a highly polished and professional manner.Perform other related duties or special projects, as assigned.
Client Billing
Routinely review monthly bills for consistency, accuracy, and substance; assist in the finalization of monthly bills.Respond to client requests for month-end estimates, as necessary.Assist in monitoring A/R and collections and identify issues, as necessary.Work closely with billing coordinator to ensure accurate execution of billing and collection instructions.Depending on the requirements for specific partners, an EA may be granted access to the Finance Department’s Aderant System for client billing.
Business Development and Client Maintenance
Assist partner in business development efforts, including organizing and maintaining key contacts and coordinating with Marketing and Finance on pitch meeting preparation.Support the partner with client maintenance by onboarding new clients and ensuring regular contact with key clients.May be asked to support partner in managing their social media platforms.Maintain partner’s bio and social media profile(s) with relevant new information.Plan, book, and organize small events, ensuring seamless coordination and execution.Handle client gifting, coordinating delivery and feedback.
Practice Administration (may Include)
Maintaining, creating, or updating relevant reports.Project management of key practice administration initiatives.Preparing agendas and materials for practice group meetings.
Desired Skills And Qualifications
Possess a high level of anticipatory skills and excellent judgment.Take initiative to analyze areas and processes for improvement.Capable of working independently and effectively in a team.Possess a high level of accountability and commitment to ethical practices.Excellent verbal and written communication skills.Proficient in Microsoft Office, Adobe Acrobat, and Social Media web platforms.
Reporting to the Office Administrator, the ideal candidate will have 5+ years of experience supporting a law firm Partner or C-level Executive. Regulatory experience a plus. Bachelor's degree preferred or relevant experience required.
Benefits And Compensation Details
At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health is the reason we offer a comprehensive benefit program.
The Anticipated Range For This Position Is
$107,000 - $145,250
A discretionary bonus for eligible employees may also be available based on performance.
#J-18808-Ljbffr