Legal Executive Assistant

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About Ropes & Gray

Ropes & Gray is a preeminent global law firm. The firm has been ranked in the top three on The American Lawyer's prestigious A-List for eight consecutive years and #1 on 's UK A-List twice in the past three years - rankings that honor the "best of the best" law firms. The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, Milan, New York, Paris, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C. The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview

Why become a Legal Executive Assistant (LEA) at Ropes & Gray? Because with great responsibility comes great opportunity. An LEA works alongside industry-leading lawyers to serve as a lawyer’s right hand and joins the practice as an integral member of the group. An LEA plays a vital role in managing day-to-day activities by managing the flow of information while screening, organizing and prioritizing requests from both internal and external clients.

Being an LEA at Ropes & Gray is a challenging and rewarding career ideal for a self-starter with high energy who can work independently and identify creative solutions to complex business problems.

Responsibilities

• Inbox and Document Management:
  Composes, edits and proofs reads correspondence, presentations and other documents while demonstrating exceptional technological/document production skills. Monitors lawyer’s inbox; organizes and responds per lawyer preferences; maintains Outlook folder structure; ensures client/matter related documents and emails are stored in iManage Work spaces. Organizes and maintains paper and electronic files in accordance with Firm records retention policies.
• Calendar and Meeting Management:
  Demonstrates an exceptional understanding of Microsoft Outlook while utilizing creative problem solving to solve scheduling requirements. Manages multiple calendars and supports scheduling across multiple lawyers, clients, offices and time zones. Proactively coordinates internal/external meetings and arranges logistics (visitors, conference rooms, video conference and dial-in numbers as appropriate).
• Travel:
  Arranges travel using agent-assisted and online tools and maintains up-to-date travel preferences (frequent flyers, Known Traveler Number, passport, etc.). Monitors lawyers’ travel to ensure smooth arrival and departure.
• Client Service – Relationship Management:
  Provides superior client service with internal and external clients; assists with new client and new matter intake; acts as gatekeeper prioritizing conflicting needs; handles matters confidentially and follows through to completion. Maintains up-to-date client contacts in Inter Action and manages lawyers’ practice to keep them well informed of upcoming commitments.
• Billing Management:
  Develops subject matter knowledge of the billing process; creates and reviews draft diary entries; ensures timely submission and year-end deadlines; collaborates with billing coordinators to review proformas and finalize bills for client delivery.
• Expenses and Invoice Management:
  Reconciles and processes expenses; reviews items to classify business and personal expenses; coordinates with Chrome River/AMEX to address items within payment windows.
• Project Management:
  Coaches lawyers to delegate non-billable tasks to the LEA to allow focus on legal work; supports document preparation, filing, notary services and related tasks.
• Teamwork:
  Maintains open communication with teammates, cross-trains to ensure consistent service, and sustains professional relationships firmwide.
• Training and Professional Development:
  Participates in team…