Legal Executive Assistant

Overview

Cleary Gottlieb is a pioneer in globalizing the legal profession. We have 14 offices in major financial centers around the world, but we operate as a single, integrated global partnership and not as a U.S. firm with a network of overseas locations. The firm employs approximately 1,100 lawyers from more than 50 countries.

Since 1946 our lawyers and staff have worked across practices, industries, jurisdictions, and continents to provide clients with simple, actionable approaches to their most complex legal and business challenges, whether domestic or international. We support every client relationship with intellectual agility, commercial acumen, and a human touch.

The Legal Executive Assistant (LEA) plays an integral role in providing administrative and assistant support to multiple attorneys in a fast-paced environment. An LEA may be assigned to work with partners, counsel, and senior attorneys or associates via direct assignment or as a member of a dedicated support team, in which administrative support is provided in a team-based structure. This individual is personable, responsive, and proactive with a strong work ethic and exceptional time management skills. The position requires performing diversified and confidential duties to enhance attorneys’ productivity. The role hinges on broad and comprehensive experience, skill, and knowledge of Firm policies and practices.

Responsibilities

• Act as a liaison between attorneys and other departments throughout the Firm
• Understand request requirements by reviewing requests thoroughly, clarifying needs, and asking thoughtful questions
• Resolve issues with a high level of attention to attorney preferences; provide accurate, valid, and complete information in response to requests by resourcefully leveraging available tools and systems
• Request and follow-up on conflict checks, open new client matters and submit electronic approvals, as needed
• Serve as an ambassador for both the Firm and assigned attorneys in interactions with clients
• Coordinate audit response letters
• Heavy calendaring in Outlook as required by assignment; manage contacts lists and send invitations. Act as a proactive gatekeeper of attorneys’ calendars and time
• Screen internal and external correspondence, emails, memos, and reports as required by assignment; assess priority and distribute in a timely manner
• Create and maintain case lists
• Proactively think ahead to meet and exceed the expectations of assigned attorneys
• Business Development – enter lawyer activity and client information into the Client Relationship Management System
• Collaborate with fellow LEAs to achieve successful request completion or resolution to the attorney’s and Firm’s satisfaction
• Create, edit, and process client bills as applicable
• Enter, proofread, and finalize diaries
• Create, format, edit, proofread, compare, print, scan, and photocopy documents in Word, Excel, and PowerPoint; prepare faxes, PDFs, and duplicating
• Answer phones: take and communicate accurate messages with appropriate urgency and follow up as necessary, route calls to appropriate legal and non-legal staff members
• Coordinate absence memorandums per attorneys’ specifications
• Arrange, coordinate, and organize travel with support from onsite agents and the online travel booking tool
• Prepare and submit expense reports and reimbursements
• Manage conference room reservations; organize services/setups, advise building’s lobby desk of visitors
• Manage filing in iManage and personal workspaces; index and maintain file drawers as necessary
• Research as requested
• Build sustainable relationships of trust through open and interactive communication
• Go the extra mile to engage lawyers and reduce attorney focus on administrative matters
• Provide absence coverage for other LEAs
• Participate actively in the development and maintenance of LEA shared resources
• May be asked to perform personal tasks (not limited to printing, filling out applications, billing, etc.)
• May be asked to train new employees on Cleary’s support standards, systems, policies, and procedures
• Other duties as assigned

Qualifications

• Bachelor’s degree or 2+ years of administrative support experience
• Experience handling matters of a confidential and sensitive nature
• Exhibits strong attention to detail and ability to thoroughly complete tasks with minimal direction
• Demonstrates superb time management skills
• Demonstrates a strong work ethic and “can-do” attitude
• Technology: Proficient in all the technology and software used at the firm. This includes but is not limited to, Microsoft Office Suite, Outlook, tools for: time entry software, expense processing, business development, document management, and travel services and tools
• Communication: Can receive, process, and deliver accurate verbal and written messages correctly, chooses the appropriate communication style for the situation, and conveys information, concisely, and logically
• Service Orientation: Actively listens, anticipates, and proactively attends to attorney and client (both internal and external) needs in more than just a transactional way, is knowledgeable of where to direct attorney and client questions/concerns, works well under pressure, and can prioritize competing requests

The estimated base salary range for this position is $80,000 to $90,000 at the time of posting. The actual salary offered will depend on a variety of job-related factors, including skills, education, training, credentials, experience, scope and complexity of role responsibilities, geographic location, and performance. This role is non-exempt meaning it is overtime pay eligible.

Cleary provides a comprehensive benefits package, including health care benefits. More information can be found here: Benefits

We are an equal opportunity employer and prohibit discrimination based on any category protected by law. Cleary provides reasonable accommodations to enable otherwise qualified employees to perform the essential functions of their position, provided the accommodation does not pose an undue hardship to the Firm.

Click on the following links to view the California Privacy Policy and Notice at Collection for California Residents.