Legal Executive Assistant

Overview:

The firm employs approximately 1,100 lawyers from more than 50 countries.

We support every client relationship with intellectual agility, commercial acumen, and a human touch.

The position requires performing diversified and confidential duties to enhance attorneys’ productivity. The role hinges on broad and comprehensive experience, skill and knowledge of Firm policies and practices.

Responsibilities:

• Perform administrative duties to support litigation attorneys and paralegals across multiple practice groups
• Act as a liaison between attorneys and other departments throughout the Firm
• Understand request requirements by reviewing requests thoroughly, clarifying needs, and asking thoughtful questions
• Resolve issues with a high level of attention to attorney preferences; provide accurate, valid, and complete information in response to requests by resourcefully leveraging available tools and systems
• Request and follow-up on conflict checks, open new client matters and submit electronic approvals, as needed
• Serve as an ambassador for both the Firm and assigned attorneys in interactions with clients
• Coordinate audit response letters
• Heavy calendaring in Outlook as required by assignment; manage contacts lists and send invitations. Act as a proactive gatekeeper of attorneys’ calendars and time
• Screen internal and external correspondence, emails, memos, and reports as required by assignment; assess priority and distribute in a timely manner
• Create and maintain case lists
• Proactively think ahead to meet and exceed the expectations of assigned attorneys
• Enter contacts, update information, and create event lists and mailing lists in Dynamics
• Collaborate with fellow LEAs to achieve successful request completion or resolution to the attorney’s and Firm’s satisfaction
• Coordinate with attorneys and accounting with regard to prebills and bills as applicable
• Enter, proofread, and finalize diaries
• Create, format, edit, proofread, compare, print, scan, and photocopy documents in Word, Excel, and PowerPoint; prepare faxes, PDFs, and duplicating
• Answer phones: take and communicate accurate messages with appropriate urgency and follow up as necessary, route calls to appropriate legal and non-legal staff members
• Coordinate absence memorandums per attorneys’ specifications
• Arrange, coordinate, and organize travel with support from offsite agents and the online travel booking tool
• Prepare and submit expense reports and reimbursements
• Manage conference room reservations; organize services/setups, advise building’s lobby desk of visitors
• Manage filing in iManage and personal workspaces; index and maintain file drawers as necessary
• Research as requested
• Build sustainable relationships of trust through open and interactive communication
• Go the extra mile to engage lawyers and reduce attorney focus on administrative matters
• Provide absence coverage for other LEAs
• Participate actively in the development and maintenance of LEA shared resources
• May be asked to perform personal tasks (not limited to printing, filling out applications, billing, etc.)
• May be asked to train new employees on Cleary’s support standards, systems, policies, and procedures
• Other duties as assigned

Qualifications:

• Litigation experience with knowledge of motions, discovery, evidence and litigation documentation
• Bachelor’s degree or 4+ years of administrative support experience
• Experience handling matters of a confidential and sensitive nature
• Exhibits strong attention to detail and ability to thoroughly complete tasks with minimal direction
• Demonstrates superb time management skills
• Demonstrates a strong work ethic and “can-do” attitude
• Is flexible and adaptable to changing priorities
• Ability to physically work in each of the Northern California offices (Silicon Valley and San Francisco), although Silicon Valley will be designated as the “home base office” for this role
• Technology: Proficient in all the technology and software used at the Firm. This includes, but is not limited to, basic office equipment, Microsoft Office Suite, time entry software, Chrome River, Outlook, Dynamics, Workday, iManage and travel services and tools
• Communication: Is able to receive, process and deliver accurate verbal and written messages in the correct manner, chooses the appropriate communication style for the situation and conveys information clearly, concisely and logically
• Service Orientation: Actively listens, anticipates and proactively attends to attorney and client (both internal and external) needs in more than just a transactional way, is knowledgeable of where to direct attorney and client questions/concerns, capable of making every client or guest feel valued, works well under pressure and is able to prioritize competing requests
• Interpersonal skills: Is approachable, dependable, collaborative and professional. Works well in a team oriented environment, ability to interact effectively with people at all organizational levels of the Firm and is able to leverage resources and tools to accomplish tasks

This role is non-exempt meaning it is overtime pay eligible.

Cleary provides a comprehensive benefits package, including health care benefits. More information can be found here: Benefits

At Cleary Gottlieb, all members of our community deserve respect as individuals and appreciation for the contributions they make to our community. We champion diversity, equity, and inclusion, and creating equal opportunities to develop and succeed.