Executive Assistant

Job Overview

Join Our Team: SW&M LLP is seeking a talented and motivated Executive Assistant to join our collaborative, close-knit Firm. This is an opportunity for someone who is passionate about legal administration, client service, and office operations, and is looking for a dynamic environment that values initiative, professionalism, and genuine teamwork—without the rigidity of a traditional large law firm.

What Sets Us Apart: At our Firm, we offer the best of both worlds – the expertise and professionalism of in-house counsel combined with the supportive and highly knowledgeable environment of a boutique firm. As recognized leaders in the Credit Union and Banking Industry, with a strong national presence and reputation, we focus our practice similarly to that of in-house counsel, providing transactional advice and guidance to all business units of financial institutions and overseeing litigation. You’ll have the opportunity to work on diverse marketing initiatives while enjoying a healthy work-life balance.

The Role: In this position, you’ll provide high-level executive and administrative support to 4-5 attorneys, managing priorities, communications, and firm initiatives. This role requires exceptional judgment, discretion, organizational skills, and the ability to anticipate needs, solve problems proactively, and manage competing priorities. The Executive Assistant regularly interacts with clients, attorneys, firm leadership, vendors and other business professionals while handling highly confidential information. This role is for a self-motivated individual who can perform duties effectively and efficiently with due diligence and a proactive approach. This position reports to Partners and Office Administrator.

Responsibilities include, but are not limited to:

• Provide comprehensive administrative and practice support to assigned attorneys
• Exercise independent judgment in handling routine matters and determining when issues require Partner involvement
• Actively manage complex calendars, including resolving scheduling conflicts and anticipating priorities
• Assist in scheduling events, telephonic conferences, meetings, and other professional appointments
• Coordinate and schedule speaking engagements and travel arrangements
• Maintain attorney case files by tracking case activity, monitoring deadlines, ensuring timely follow-up on assigned matters, and keeping the handling attorney informed of calendar and case updates
• Proactively track and communicate impending deadlines
• Prepare correspondence including legal documents, forms, presentations and the like using advanced knowledge and skills with word processing related and other software programs
• Draft, edit, proofread, format, finalize, and remit routine correspondence and other document types
• Inputting Attorney revisions to documents, letters, contracts, PowerPoint presentations
• Interact with Firm clients, prospective clients, and other business contacts via email and phone
• Maintain professional demeanor when interacting with clients and business contacts
• Assist in recording and reviewing attorney time in billing software
• Assist with electronic filings and legal research
• Assist with the maintenance and management of physical and electronic files
• Photocopy, scan, and fax documents
• Prepare mail and courier packages for pickup/drop-off
• Provide back-up support to other legal administrative assistants including back-up coverage for receptionist as needed
• Answers phones for attorneys and timely relay messages
• Coordinate and assist with other special projects as assigned by Partners and/or Office Administrator

General Attributes

• Proficiency with Microsoft Office Suite (including Word and Outlook), multi-line phone system and operating computer hardware
• Working knowledge of legal research database and document management systems
• Working knowledge of redlining documents
• Ability to multitask on numerous assignments and deadlines simultaneously with minimal supervision
• Ability to prioritize assignments and meet firm deadlines, pay close attention to detail, and maintain accuracy
• Ability to compose, edit, and proofread legal documents, correspondence, and reports
• High degree of self-accountability and ownership relating to assignments and initiatives
• Critical thinker with strong problem-solving and research proficiencies
• Strong interpersonal skills for effective communication (verbal & writte…