Executive Assistant - Legal Account

Highlights 

·         Competitive compensation and benefits packages  

·         Continuous professional development and learning opportunities 

·         Regular engagement activities and events 

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EXECUTIVE ASSISTANT

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent! 

ROLE OVERVIEW 

We are looking for an Executive Assistant to be part of our team. 

·         This role supports the client in managing various administrative tasks and facilitating effective communication. The ideal candidate will have experience in a legal environment, proficiency in technology, and excellent communication skills.

MAIN RESPONSIBILITIES 

Email Management:

• Monitor and summarize action items from the executive’s email, ensuring timely follow-ups.
  

Calendar Management:

• Maintain the executive’s calendar in MS Outlook and Clio, ensuring punctuality for meetings and deadlines.
  
• Keep the executive informed of upcoming events and deadlines.
  

Meeting Coordination:

• Confirm meetings with potential clients, opposing counsel, and other parties.
  
• Schedule meetings and matters with potential clients and third parties via Zoom, Teams, and in-person formats.
  

Document Preparation:

• Prepare Engagement Agreements for new clients using our templates, enabling them to customize information as needed.
  
• Send copies of letters and filed documents to clients via their Clio email.
  

Task Management:

• Create task assignments in Clio based on meeting notes and follow-up as needed.
  
• Assist in setting up new billing files in Clio for new clients.
  

Court Coordination:

• Schedule court reporters for depositions and other necessary meetings.
  
• Train in electronic filing procedures for state and federal courts using FileTime and PACER.
  

Client Communication:

• Conduct follow-ups with clients regarding payments and retainers, collaborating with the accounting team.
  

Technology Utilization:

• Use AI tools, including the latest version of Chat GPT – 01 (The new strawberry version), to streamline tasks and enhance productivity.
  
• Engage in self-learning via YouTube or other resources to improve proficiency in Clio and related software.
  

Requirements

• Knowledge of MS Outlook and Clio or equivalent systems is a plus.
  
• Familiarity with electronic filing systems is a plus.
  
• Strong command of the English language, both written and verbal.
  
• Excellent organizational and time management skills.
  
• Ability to work independently and manage multiple tasks simultaneously.
  
• Tech-savvy, with the capacity to learn new software quickly.
  
• Previous experience in a legal environment is preferred but not required.
  
• Amenable to work on a nightshift schedule. 
  
• Must be able to work on our site in 6th Floor Tower 1Rockwell Business Center, Ortigas