Job Description

Position Summary This executive assistant role is responsible for providing high-level, executive and confidential administrative support. This role will deliver value as a central support resource for the leader and the practice team; an integrator connecting work streams that would otherwise remain siloed; and a communicator linking the practice team, clients and the broader organization. Job Duties And Responsibilities Specialized legal support 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 with 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, Office Services and external vendors) on behalf of the attorney and the practice team regarding scheduling of meetings, events and travel. Oversee travel planning and logistics through the Firm's Travel Department to align with the attorney’s preferences and maximize time efficiency. Track all follow-up requests (meetings, materials, deliverables). Maintain professionalism, discretion, and diplomacy in all client interactions, representing the attorney, the practice team and the Firm. Prepare and/or disseminate schedules, notifications, agendas, minutes, and meeting materials; proactively coordinate background materials and due diligence for meetings to ensure attorney preparation. Prepare/draft legal documents as required, including exhibits for trial or closings, trial/closing binders, correspondence, notices, pleadings, and memoranda. Build and maintain effective working relationships with personnel at all levels; manage communications with high-level internal and external constituents. Process Matter Opening Forms promptly, ensure timely follow-up and assignment, and maintain an ongoing status list of MOFs and new matters opened. Contribute to 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 sensitive and confidential matters; recommend appropriate action or response. Maintain Outlook contacts and keep contact information up to date. Collaborate with the Firm's Business Center to ensure prompt processing of expenses. Process timesheets daily, drafting entries and following up as appropriate. Onsite responsibilities may include meeting clients professionally; using standard office equipment; maintaining physical files; reviewing jobs for quality assurance; and supporting attorneys outside of team assignments. Provide support outside standard working hours as needed. Additional duties as assigned. Corporate Tasks as required Westlaw/Research: Perform internet research. Request UCC lien/litigation/bankruptcy searches from state and county entities; request certified copies of formation documents and file formation documents with various entities. Maintain paper and electronic filings. Maintain paper files for certain Estate Accounts for tax filings; retrieve documents as needed. Maintain Client Minute Books. Litigation Tasks as required E-Filings: Federal, state and appellate court filings; scheduling remote court appearances. Schedule messengers and other vendors for document pickup and errands related to filings and delivery to counsel. Depositions: Schedule court reporter for hearings and depositions; download transcripts and send to clients for review. Requirements Education Two years of college or equivalent experience required. College degree or equivalent experience is preferred. Experience Five plus years of 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; polished communication; problem-solving orientation; ownership of the role; meticulous attention to detail; composure under pressure. Mastery of Microsoft Office suite; ability to create PowerPoint presentations, Excel spreadsheets, and Word documents. Advanced Outlook skills, including calendaring and tasks; facility with Zoom and MS Teams. Ability to handle confidential and sensitive matters professionally and with discretion. Strong decision-making, strategic thinking, and time/resource management to meet deadlines. Ability to take initiative, manage projects, and handle multiple priorities. Flexibility to adapt to changing priorities; ability to work under stress in a fast-paced environment. Team player with the ability to work with limited supervision; project management skills are a plus. Additional Information Supervisory responsibilities: None Equipment used: Personal computer and other office equipment (telephone, calculator, copier, scanner, etc.). Essential Job Functions Ability to sit or stand for extended periods and perform tasks requiring prolonged computer use. Ability to use computers, telecommunications, and digital collaboration tools to perform core job responsibilities. Ability to communicate effectively. Attention to detail while analyzing complex information, managing multiple priorities, and applying sound judgment. Access to, use of, and safeguarding of confidential and sensitive information in confidentiality-focused environments. Ability to work extended hours as required to meet project, client or business needs. Ability to work a minimum of 4 days in the office (up to 5 days if required) as part of the EA team to provide coverage. Working Conditions Works in a typical office setting and/or remotely. Must be in the office at minimum 4 days per week. Some overtime may be required; weekly schedule details to be discussed with the supervisor. Pay Ranges This is a non-exempt position. The hourly wage range is $31.54 to $38.72, with an estimated annual compensation range of $61,500 to $75,500, based on expected hours. Actual pay may vary by location and experience. Employee Benefits Overview Our comprehensive benefits package includes: 401(k) Retirement Plan Medical Insurance Health Savings Account (HSA) Virtual Health Services Dental Insurance Vision Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Life Insurance Short-Term Disability Coverage Long-Term Disability Coverage Flexible Spending Accounts (FSA) Lyra Health Employee Assistance Program (EAP) Paid Family Leave (for eligible Exempt and Non-Exempt staff) Transportation Benefit Back-up Child Care Services College Coach Program Pet Insurance Paid Sick Time (for Exempt staff) Paid Time Off (for all full-time, non-temporary employees) 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 a generous 401(k) plan. Reed Smith is an Equal Opportunity Employer with Core Values of Integrity, Excellence, Teamwork & Respect, Innovation, and Impact. Reed Smith also provides reasonable accommodations in accordance with law, including in the application and interview process. Qualified candidates only. No search firms. #J-18808-Ljbffr

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