Job Description

Job Description

Our client, a national organization, is seeking an Executive Assistant to join their team!

Key Responsibilities

• Manage and safeguard confidential and sensitive information; handle client inquiries in person and via phone, ensuring issues are resolved efficiently.
• Prepare and make substantive edits to client invoices in collaboration with billing processes.
• Maintain and coordinate calendars, including meetings, appointments, travel, and special events.
• Organize and facilitate meetings, conferences, and firm events; prepare and distribute supporting materials.
• Draft, format, and proofread legal documents, reports, presentations, and correspondence for accuracy, clarity, and compliance with legal standards.
• Enter, edit, and track attorneys' billable time for client billing purposes.
• Arrange domestic and international travel; manage related expense reporting and reimbursements.
• Collaborate with the Marketing Department and other internal teams to prepare firm communications and presentations.
• Answer and screen telephone calls in line with office policy and attorney preferences; redirect calls as needed.
• Sort and distribute incoming mail, ensuring adherence to firm and attorney-specific protocols.
• Assist firm leadership, practice group leaders, and business managers with administrative and operational projects as needed.
• Maintain organized electronic and physical filing systems for efficient retrieval and storage of information.
• Understand and adhere to firm policies and procedures, directing inquiries to appropriate resources when necessary.
• Provide cross-functional administrative support to attorneys and legal teams as required.
• Perform additional duties tailored to the unique practices of assigned attorneys.

Knowledge, Skills, and Abilities

• Proven ability to deliver exceptional client service to internal and external stakeholders.
• Ability to follow instructions and work both independently and collaboratively in a professional, proactive, and team-oriented environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; ability to produce high-quality documents and presentations.
• Excellent command of the English language, with strong grammar, spelling, punctuation, and proofreading skills.
• Strong written and verbal communication abilities.
• Exceptional organizational skills, with the capacity to manage routine and complex tasks while maintaining attention to detail.
• Flexibility to adapt to shifting priorities and manage multiple deadlines effectively.
• Analytical and problem-solving skills, with the ability to apply prior knowledge and sound judgment to resolve issues.
• High level of discretion and professionalism in handling confidential and sensitive information.
• Familiarity with legal terminology and legal office procedures.
• General understanding of standard office operations and business documentation practices.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.

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