Position Overview:
Aligned Solutions has partnered with a well establish company looking for an Executive Assistant that serves as the primary point of contact for both internal and external clients, acting as a liaison between attorneys and clients. This role requires a candidate capable of handling multiple responsibilities with minimal supervision while maintaining confidentiality and professionalism. The ideal candidate is results-oriented, exercises sound judgment, and can manage various tasks efficiently. A strong background in executive support is essential, along with flexibility for occasional overtime.
Key Responsibilities:
Manage and maintain busy calendars, emails, and phone communications, including scheduling appointments.
Coordinate and organize complex travel arrangements.
Maintain and organize client files, updating contact lists as needed.
Handle document management, including drafting letters, correspondence, word processing, transcription, and proofreading.
Conserve partners' time by reviewing, researching, and routing correspondence.
Monitor, screen, and respond to incoming communications, distributing them as appropriate.
Process expense reimbursements, track expenditures, and reconcile credit card statements.
Manage client billing, collections, and time entry.
Serve as the primary contact for clients, opposing counsel, and courts, facilitating coordination and relationship management.
Oversee client engagement and conflict resolution processes.
Assist with business development initiatives and legal filings.
Skills & Competencies:
Highly organized, detail-oriented, and able to manage multiple priorities under pressure.
Self-motivated, proactive, and action-oriented, with a focus on delivering results.
Strong interpersonal skills with the ability to collaborate within a team or work independently.
Excellent attention to detail and time management abilities.
Ability to work under tight deadlines while maintaining a calm demeanor.
Strong verbal and written communication skills.
Adaptable and quick to learn new systems and processes.
Availability to respond to urgent matters outside regular business hours.
Qualifications & Experience:
Minimum of 5 years of experience as an administrative or executive assistant in a medium to large organization.
Bachelor’s degree or equivalent experience preferred.
Proficient in Windows-based software and the Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook), as well as document management and other office technology.