Executive Assistant

About the role

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers. We are seeking a n Executive Assistant to join our Firm. This position will be based in our Los Angeles office (hybrid). The Executive Assistant provides assistance to, and manages resources for, partners, counsel, and associates. Handles standard administrative functions including answering, screening and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars and time records; and preparing attorney expense reports. Proxies into attorney's email (if permission is granted) to process new messages, maintain organized email folders and keep attorney apprised of priorities, handling proper filing of emails to retention folders and SRM. Anticipates attorney needs by proactively identifying potential issues and conflicts and taking the initiative to offer solutions and preempt needs. Prepares engagement letters and new client/matter memos, and updates active client/matter number lists to assist with the new business process. Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business. Handles all aspects of document preparation, including processing edits, generating redlines, PDF creation, conversions and quality control of work product. Works in tandem with Client Accounting to ensure up-to-date and accurate client billing. Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service in both small and large ways. Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction. Utilizes applications like Excel and PowerPoint to facilitate attorney's work. Researches and makes complex travel arrangement for attorneys, including assisting with visa requirements. Prepares check requests for vendor invoices and actively follows up to ensure timely payment. Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy. Assists with attorney personal work when required. Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support department. Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control and hand-delivering packages. Assures that all completed projects adhere to accepted professional standards. Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others. Manages Firm resources responsibly. Complies with and understands Firm operations, policies and procedures. Regular and reliable physical presence to work as part of a team, meet with clients, and use on-site equipment. Performs other related duties and special projects as assigned.