International Executive Service Corps
Executive Assistant
International Executive Service Corps, Washington, District of Columbia, us, 20022
At MoFo, we couldn’t write our own success story without yours.
Ready to write your story?Join MoFo as a
EXECUTIVE ASSISTANT
on our Legal Secretaries team!Provides administrative and project support to the Firm’s senior Leadership team. Uses discretion and Firm-minded judgement in drafting communications, provides administrative assistance with respect to meeting and appointment coordination, billing, travel and office and client visit coordination, firm wide programs and initiatives planning, and project management assistance. Ensures and protects confidentiality of information and data and operations supporting firm leadership and assignments. Ensures client service and satisfaction are attained in all areas of position. Guided by the Firm's policies, and priorities and under general supervision.ESSENTIAL FUNCTIONSEnsure confidentiality of all information; apply discretion and knowledge of protocols to ensure that confidential information is shared or distributed only at appropriate levels.Respond diplomatically to internal and external phone and email inquiries. Apply judgement in determining which inquiries should be forwarded to the firm leadership and assigned attorney(s) on the team or within the Firm for resolution. Resolve or facilitate resolution of inquiries not forwarded.Review incoming mail; apply discretion and knowledge of business needs to assess which mail should receive review by firm leadership and assigned attorney(s). Ensure that urgent items are noted and forwarded appropriately to ensure priority attention.Assist with inquiries from order attorneys, vendors, independently determining appropriate person or department in the Firm to address or provide direction for a particular inquiry.Ensure administrative needs of the firm leadership and assigned attorney(s) are met, including preparation of reimbursements, meeting materials, office coordination, etc.Prepare and edit routine documents and communications; assist in the preparation and distribution of often highly confidential material, including editing and revising PowerPoint presentations.Utilizes Firm provided software to open new matters, prepare engagement letters, and process conflict reports.Collaborates with Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. May assist with collection efforts.Coordinates client, matter and timekeeper inquiries.Creates, edits, and proofreads complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.Creates and maintains client/matter and communication lists.Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.Manage and calendar meeting requests for firm leadership and assigned attorney(s), using judgment and discretion to ensure appropriate prioritization.Manage complex scheduling for high level meetings for assigned Firm leadership and other Firm management; facilitate participation in meetings, applying judgment based on key participant availability and other factors. Coordinate closely with participants and their assistants to ensure seamless service.Coordinate scheduling and assist with materials preparation and distribution for regular meetings.Manage content and preparation for staff, organizational meetings, etc., including soliciting topics, preparing agendas, preparing and distributing meeting materials, organizing schedules, meeting room details and setups, etc. Prepare materials with appropriate content and format depending on type of meeting, level, participants, etc.Manage and make travel arrangements for firm leadership and assigned attorney(s); develop travel itineraries when needed, coordinate with offices, external constituents, etc.Assist in scheduling for firm leadership and assigned attorney(s) for meetings in offices to ensure that meetings are appropriately prioritized and targeted.Research, as appropriate, documentation requirements for travel to foreign jurisdictions and facilitate obtaining all required documents.Assist in numerous aspects of planning and implementing firmwide programs.Provide assistance as needed with firmwide initiatives headed by management.Remain current in industry trends relevant to position and the legal profession.Ensure expertise in technology relevant to the position; proactively use most current technology to further teamwork, client service, and efficiency.Consistently promote and model the Firm’s Client Service Principles in leadership, teamwork, work product, and personal interaction.Ensure compliance with the Firm’s Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building.ABOUT YOUFive or more years of experience as an executive assistant or assistant to a senior executive or senior professional services partner preferred. Law firm experience preferred.Advanced technology skills, with strong proficiency in MS Word, Excel, PowerPoint, and Outlook.Advanced skills with calendaring complex meeting schedules and highly effective communication skills; ability to communicate credibly and diplomatically with all levels in an organization and build effective internal and external client relationships.Strong sense of accountability, taking ownership over projects and responsibilities and resolving issues proactively.Ability to take an assignment from inception to completion with minimal supervision or by following broad guidelines.Ability to analyze needs and to determine priorities based on business objectives.High level of accuracy, attention to detail, and excellent proofreading skills.High client service ethic and a proven record in delivering exemplary client satisfaction to external and internal clients.Ability to apply effective independent judgment.Ability to manage multiple requests, assess priorities, and achieve solutions under deadlines.Strong organizational skills and ability to manage substantial amounts of paper and electronic data.Ability to work effectively under pressure, maintain professionalism, and meet deadlines under sometimes competing priorities.Creative problem-solving skills and ability to think beyond the task or project at hand.Ability to achieve consensus and project results with sometimes incomplete, ambiguous, or sensitive information.Reliability, dependability, and strong motivation to respond to requests quickly.Strong team player skills and ability to work collaboratively with diverse individuals at all levels of an organization.Available to work overtime as needed.ABOUT MOFOAt MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.MoFo offers a comprehensive benefits package starting on your first day.A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.Global wellness program, including free access to Talkspace and Calm apps.Annual community service day to make an impact on your community and a birthday holiday just for fun.Education reimbursement annually.Dedicated Talent Development team.Competitive annual profit-sharing contribution.Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.Washington, D.C. salary range: $65k to $98k
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Ready to write your story?Join MoFo as a
EXECUTIVE ASSISTANT
on our Legal Secretaries team!Provides administrative and project support to the Firm’s senior Leadership team. Uses discretion and Firm-minded judgement in drafting communications, provides administrative assistance with respect to meeting and appointment coordination, billing, travel and office and client visit coordination, firm wide programs and initiatives planning, and project management assistance. Ensures and protects confidentiality of information and data and operations supporting firm leadership and assignments. Ensures client service and satisfaction are attained in all areas of position. Guided by the Firm's policies, and priorities and under general supervision.ESSENTIAL FUNCTIONSEnsure confidentiality of all information; apply discretion and knowledge of protocols to ensure that confidential information is shared or distributed only at appropriate levels.Respond diplomatically to internal and external phone and email inquiries. Apply judgement in determining which inquiries should be forwarded to the firm leadership and assigned attorney(s) on the team or within the Firm for resolution. Resolve or facilitate resolution of inquiries not forwarded.Review incoming mail; apply discretion and knowledge of business needs to assess which mail should receive review by firm leadership and assigned attorney(s). Ensure that urgent items are noted and forwarded appropriately to ensure priority attention.Assist with inquiries from order attorneys, vendors, independently determining appropriate person or department in the Firm to address or provide direction for a particular inquiry.Ensure administrative needs of the firm leadership and assigned attorney(s) are met, including preparation of reimbursements, meeting materials, office coordination, etc.Prepare and edit routine documents and communications; assist in the preparation and distribution of often highly confidential material, including editing and revising PowerPoint presentations.Utilizes Firm provided software to open new matters, prepare engagement letters, and process conflict reports.Collaborates with Client Account Manager and assigned timekeepers to manage billing process, including editing prebills, generating reports, and sending out final invoices. May assist with collection efforts.Coordinates client, matter and timekeeper inquiries.Creates, edits, and proofreads complex and practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness.Creates and maintains client/matter and communication lists.Prepares expense reimbursements, arranges for payment of invoices, and prepares check requests as needed.Manage and calendar meeting requests for firm leadership and assigned attorney(s), using judgment and discretion to ensure appropriate prioritization.Manage complex scheduling for high level meetings for assigned Firm leadership and other Firm management; facilitate participation in meetings, applying judgment based on key participant availability and other factors. Coordinate closely with participants and their assistants to ensure seamless service.Coordinate scheduling and assist with materials preparation and distribution for regular meetings.Manage content and preparation for staff, organizational meetings, etc., including soliciting topics, preparing agendas, preparing and distributing meeting materials, organizing schedules, meeting room details and setups, etc. Prepare materials with appropriate content and format depending on type of meeting, level, participants, etc.Manage and make travel arrangements for firm leadership and assigned attorney(s); develop travel itineraries when needed, coordinate with offices, external constituents, etc.Assist in scheduling for firm leadership and assigned attorney(s) for meetings in offices to ensure that meetings are appropriately prioritized and targeted.Research, as appropriate, documentation requirements for travel to foreign jurisdictions and facilitate obtaining all required documents.Assist in numerous aspects of planning and implementing firmwide programs.Provide assistance as needed with firmwide initiatives headed by management.Remain current in industry trends relevant to position and the legal profession.Ensure expertise in technology relevant to the position; proactively use most current technology to further teamwork, client service, and efficiency.Consistently promote and model the Firm’s Client Service Principles in leadership, teamwork, work product, and personal interaction.Ensure compliance with the Firm’s Information Handling Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building.ABOUT YOUFive or more years of experience as an executive assistant or assistant to a senior executive or senior professional services partner preferred. Law firm experience preferred.Advanced technology skills, with strong proficiency in MS Word, Excel, PowerPoint, and Outlook.Advanced skills with calendaring complex meeting schedules and highly effective communication skills; ability to communicate credibly and diplomatically with all levels in an organization and build effective internal and external client relationships.Strong sense of accountability, taking ownership over projects and responsibilities and resolving issues proactively.Ability to take an assignment from inception to completion with minimal supervision or by following broad guidelines.Ability to analyze needs and to determine priorities based on business objectives.High level of accuracy, attention to detail, and excellent proofreading skills.High client service ethic and a proven record in delivering exemplary client satisfaction to external and internal clients.Ability to apply effective independent judgment.Ability to manage multiple requests, assess priorities, and achieve solutions under deadlines.Strong organizational skills and ability to manage substantial amounts of paper and electronic data.Ability to work effectively under pressure, maintain professionalism, and meet deadlines under sometimes competing priorities.Creative problem-solving skills and ability to think beyond the task or project at hand.Ability to achieve consensus and project results with sometimes incomplete, ambiguous, or sensitive information.Reliability, dependability, and strong motivation to respond to requests quickly.Strong team player skills and ability to work collaboratively with diverse individuals at all levels of an organization.Available to work overtime as needed.ABOUT MOFOAt MoFo, we collaborate as one firm, across borders, practice areas, and business functions and value fresh ideas and innovation over conformity and competition.MoFo offers a comprehensive benefits package starting on your first day.A variety of options for medical, dental, vision, life and disability coverage to meet the needs of you and your family.Industry-leading parental leave and family benefits including adoption and fertility treatment options and backup child and elder care.Global wellness program, including free access to Talkspace and Calm apps.Annual community service day to make an impact on your community and a birthday holiday just for fun.Education reimbursement annually.Dedicated Talent Development team.Competitive annual profit-sharing contribution.Where required by law, salary ranges are stated below. Additional compensation may include a discretionary bonus, overtime as applicable, health/welfare benefits, retirement contributions, paid holidays, and PTO. The range displayed is specifically for positions performed in those cities/states and may vary based on factors including but not limited to the following: local market data and ranges; an applicant's skills and prior relevant experience; and certain degrees, licensing, and certifications.Washington, D.C. salary range: $65k to $98k
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