Executive Assistant (Remote)

About the Company

Reed Smith is a law firm that supports clients through legal services across corporate, litigation, and other practice areas. The firm emphasizes integrity, excellence, teamwork, respect, innovation, and impact, while providing employees with professional development opportunities and a comprehensive benefits package.

About the Role

Reed Smith is seeking an experienced Executive Assistant to provide high-level administrative and confidential support to an attorney and the wider practice team. The role serves as a central point of coordination, connecting the attorney, colleagues, clients, and internal support departments to keep daily operations, client matters, and business priorities on track.

You will manage complex schedules, coordinate travel and meetings, prepare legal documents, maintain matter records, and support corporate and litigation activities. The position requires sound judgment, discretion, strong organizational skills, and the ability to manage competing priorities in a busy legal environment. This is a primarily in-office role, requiring at least four days per week onsite and up to five days when needed.

Key Responsibilities

• Manage attorney calendars and scheduling, including matter-related deadlines, internal and external meetings, invitations, and logistics across time zones.
• Coordinate with clients, colleagues, IT, Travel, Office Services, and external vendors to arrange meetings, events, and business travel.
• Oversee travel planning and logistics in coordination with the firm’s Travel Department, taking attorney preferences and client-related commitments into account.
• Track follow-up requests, meetings, materials, and deliverables to ensure timely completion.
• Prepare and distribute schedules, agendas, meeting materials, notifications, and minutes.
• Coordinate background research and due diligence to help attorneys prepare for meetings and client interactions.
• Draft and prepare legal documents, correspondence, notices, pleadings, memoranda, trial exhibits, closing documents, and trial or closing binders as required.
• Handle client and stakeholder communications professionally, exercising discretion and diplomacy when managing sensitive or confidential matters.
• Process Matter Opening Forms, follow up on assignments, communicate matter numbers, and maintain status lists for new matters.
• Support attorney financial and client-development goals by prioritizing incoming requests, researching issues, and recommending appropriate responses or referrals.
• Maintain accurate Outlook contact lists and update contact information as needed.
• Coordinate expense processing with the firm’s Business Center and prepare timesheet entries daily, following up where appropriate.
• Perform internet and legal research, including requesting UCC lien, litigation, and bankruptcy searches and certified formation documents.
• File corporate formation documents with relevant state and county entities and maintain electronic and physical records, including client minute books and designated estate account files.
• Support litigation activities, including federal, state, and appellate e-filings; remote court appearance scheduling; and coordination of messengers and document deliveries.
• Arrange court reporters for hearings and depositions, obtain transcripts, and send them to clients for review when required.
• Provide onsite assistance with client reception, office equipment, physical files, and quality assurance, as well as support for attorneys outside assigned teams.
• Work evenings, weekends, or extended hours when required to meet client and business needs.
• Take on additional duties as assigned.

Required Qualifications

• At least two years of college or equivalent experience.
• Five or more years of experience in a high-level administrative support position.
• Expert organizational and time-management skills, with meticulous attention to detail.
• Strong written and verbal communication skills and a professional, polished approach to stakeholder interactions.
• Proficiency in Microsoft Office, including creating Word documents, Excel spreadsheets, and PowerPoint presentations.
• Advanced Outlook skills, including calendar and task management.
• Familiarity with Zoom and Microsoft Teams.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving and decision-making skills, including the ability to resolve issues dip…