Legal Executive Assistant

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 Law.com’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 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.

• Supports and demonstrates fluency in the Firm’s Trusted Advisor and Proactive Assistance programs.
• Demonstrates a professional demeanor in appearance and behavior.
• Maintains strict confidentiality in all interactions.
• Possesses exceptional verbal and written communication skills adhering to proper business writing standards while demonstrating a keen eye for detail in informal and formal communications.
• Works effectively with other departments, seeking solutions to business problems and demonstrates a solid ability to communicate with all levels of the organization.
• Possesses strong interpersonal skills, maintains a positive and professional attitude at all times (i.e. an openness to constructive feedback and a flexibility to adjust behavior or performance as needed) and demonstrates an intellectual curiosity and continuous drive to improve service.

Responsibilities

Inbox and Document Management

• Composes, edits and proofreads correspondence, presentations and other documents while demonstrating exceptional technological/document production skills.
• Ensures related documents and emails are stored in the appropriate iManage Workspaces.
• Organizes and maintains paper and electronic files in accordance with Firm records retention policies, as needed.

Calendar and Meeting Management

• Demonstrates an exceptional understanding of Microsoft Outlook while utilizing creative problem solving to solve challenging scheduling requirements. Manages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zones.
• Proactively coordinates internal/external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate), requiring meticulous attention to scheduling logistics and details.

Travel

• Applies best practices when arranging travel, utilizing agent assist and on-line tools appropriately and maintains up-to-date travel preferences (frequent flyers, Known Traveler Number, passport, etc.).

Client Service – Relationship Management

• Provides superior client service with internal and external clients displaying a proactive, “can do” attitude when meeting with clients via zoom, by telephone and/or in person.
• Acts as the gatekeeper prioritizing conflicting needs.  Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion.
• Maintains a professional relationship with other legal counsel, agencies and professionals.

Billing Management

• Efficiently reconciles and processes expenses. Reviews inbox, diary entries, calendar and other items to classify business and personal expenses. Reviews Chrome River and American Express Card to allocate expense items. Ob…