Legal Executive Assistant - Disputes

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Summary

As the Legal Executive Assistant (LEA) – Disputes, in collaboration with and in support of the firm’s strategic initiatives, you will support lawyers by managing the daily functions of an attorney's practice, allowing them to concentrate on developing and sustaining their practice. You will serve as an executive level assistant for the attorney, creating connections, delivering critical information, ensuring meetings and materials are accurate, and serving as a trusted business partner to help deliver against the priorities of the practice and clients. You will serve as a collaborative partner to Legal Administrative Assistants (LAA) and Legal Support Assistant (LSA) team members who provide support to the attorney’s legal team.

This role requires both administrative competence and a thorough understanding of the procedures, relevant business context of tasks, terminology, and documents seen in an attorney’s practice. The Legal Executive Assistant – Disputes plays a critical role in ensuring the smooth operation of the attorney’s practice area and representing the Firm in a professional and positive manner.

Location   

This position is located in our San Francisco office and offers a hybrid work schedule. 

Responsibilities   

·       Provides support and management of the attorney’s projects ensuring deadlines are met and tasks are completed efficiently. Consults with lawyers and administrative teams to ensure project milestones are adhered to.

·       Serves as a liaison between attorneys, clients, and other internal departments, handling inquiries and relaying messages accurately. Utilizes independent judgment and the ability to make sound decisions when responding on behalf of the attorney.

·       Develops and maintains professional relationships to ensure teams work together efficiently and effectively. Provides clear direction and constructive feedback on projects and assignments. Builds trust, resolves conflicts, and collaborates effectively with people at all levels of the organization.

·       Delegates assignments as necessary to LSAs (Legal Support Assistants) and AskLegalSupport ensuring timely and accurate completion. Monitors progress of assignments and communicates on behalf of the attorney with support teams to ensure successful project outcomes. Delivers service feedback and makes improvement recommendations to firm management teams.

·       Collaborates as necessary with other LEAs or LAAs to complete more complex projects or provide administrative support for attorneys. Provides mentorship and support to LSAs who assist with projects.

·       Provides feedback for the professional development of LSAs who assist the attorney’s team. Delivers ongoing feedback and mentoring providing opportunities for continued improvement.

·       Drafts, proofreads, and finalizes legal documents, correspondence, and presentations on behalf of the attorney. Reviews and ensures accuracy of final work product. Provides feedback to internal support teams on completed work to improve outcomes for accurate and timely project delivery.

·       Provides day-to-day information governance (IG) and records management support for client/matter work by helping ensure content is organized, stored in approved repositories, and maintained in accordance with firm policies and procedures, including proactive matter close-out activities. Serves as a liaison between attorneys/matter teams and IG/Records resources as needed.

·       Conducts research on behalf of the attorney and practice group. Compiles information for case preparation and executive briefings. Consults with internal support teams to ensure completion of presentations and other necessary materials.

·       Oversees meeting planning and coordinates with internal and external parties to ensure logistical and other critical details are in place. Prepares meeting agenda and ensures presentations and other materials needed are accurately prepared and available. Ensures the attorney and meeting attendees have support and requests initiated during the meeting are managed in a timely and accurate manner.

·       Oversees billing matters including all approval forms and collaboration correspondence, ensures prebills are processed by the appropriate team accurately and timely; serve as a proxy for attorneys to address questions or issues related to the billing process. Ensures final bills are delivered in a timely manner and initiates follow-up at the attorney’s request.

·       Manages the attorney’s calendar, schedules meetings, resolves conflicts; and organizes complex travel itineraries. Communicates potential conflicting priorities to the attorney and offers solutions. Ensures the attorney’s expenses and time entry are assigned to AskLegalSupport and are processed correctly in a timely manner.

Desired Skills   

The ability to communicate effectively in the native language of the region via e-mail or via voice is essential. Takes initiative to enhance existing and learn additional skills. Must demonstrate adaptability and discretion with a commitment to continual development. Exhibits the utmost professionalism and discretion. Privy to confidential information and sensitive legal matters, making it imperative that they oversee all communications and documents with care and integrity. Has proven in-depth knowledge of processes, procedures, and types of documents to enable the highest level of administrative and legal support. Possesses the ability to offer solutions and assists with requests and challenges. Showcases effective communication and people skills to interact with lawyers, clients, business professionals and firm support teams. Proven ability to convey complex information clearly and concisely, both in writing and verbally. Be adept at listening and understand the needs and concerns of others. Is a process-driven professional with excellent time management, and able to prioritize tasks and multitask efficiently in a fast-paced setting. Pays attention to minute details and takes initiative on planning. Works well under pressure and able to stay positive and productive. Capable of working effectively in a demanding environment. Shows the ability to request assistance from firm resources to ensure the accurate and timely completion and delivery of work product.

Expert experience with technology and Firm software is essential. Should be adept at using research tools, case management software, accounting software, and possess proficiency in the Firm’s standard production applications including Word, PowerPoint, and Excel as well as the third-party programs. Skilled in the ability to adapt to application upgrades and the use of AI-Powered Tools for document

Minimum Education   

·       High School Diploma or GED.

Preferred Education 

·       Bachelor's Degree in legal studies, business administration, or a related field.

Minimum Years of Experience  

·       5 years of experience in an administrative role within a corporate or legal environment providing support to upper-level leadership.

Essential Job Expectations

All DLA Piper employees are expected to demonstrate excellence in how we serve our clients and develop our people, upholding our firm values as part of our culture. Specific expectations include:

·       Communicate effectively, both verbally and in writing, with clients, lawyers, business professionals, and external audiences.

·       Produce high-quality work and respond to correspondence in an efficient, timely, and professional manner.

·       Meet deadlines, manage competing priorities, and commit to meeting high standards.

·       Comply with firm policies and procedures.

·       Maintain confidences as required in a law firm environment.

Physical Demands
Sedentary work: This is primarily sedentary work, requiring occasional exertion of up to 10 pounds of force to lift, carry, push, pull, or move objects. The role involves sitting for extended periods, with occasional walking and standing, and occasional travel, both domestic and international.

Work Environment    
The individual selected for this position may have the opportunity for a hybrid work arrangement combining remote and in-office work. The specific arrangement will be determined at the time of hiring and may be modified at the firm's discretion.

Disclaimer    
The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment.

Application Process     
Applicants must apply directly online instead of sending application materials via email. 

Accommodation     
Reasonable accommodations may be made upon request to enable individuals with disabilities to perform the essential functions of this position or participate in the selection process. For accommodation requests, please contact [email protected].

Agency applications will not be considered.

This position is not eligible for immigration sponsorship or support. 

The firm’s expected hiring range for this position is $49.45 - $65.52 per hour depending on the candidate’s geographic market location. Non-exempt positions will be paid on an hourly basis and paid overtime in accordance with applicable laws.

The compensation offered for employment will also be dependent on other factors including the candidate’s experience, skills, educational and professional background, and overall qualifications. We offer a comprehensive package of benefits including medical/dental/vision insurance, and 401(k).

Non-California applicants who apply for this California-based role do so voluntarily and are not eligible for relocation assistance. Relocation benefits, if any, are provided only where a relocation is required at the firm’s direction and in accordance with applicable policy and law.

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DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Job applicant poster viewing center.