Executive Assistant

PilieroMazza PLLC
Washington, DC
Nov 24, 2021
Nov 26, 2021
Full Time
PilieroMazza PLLC, a business law firm serving government contractors and large and small private sector commercial businesses, is seeking a detail oriented Executive Assistant to Senior Partner(s), specifically our Founding Partner and our Managing Partner, and all assistance requested by the Partner(s) assigned to them, as well as overflow assistance to other Executive Assistants in the firm. Primary Job Functions * Formatting and proofreading documents for typographical errors and substantive mistakes, as well as incorporating edits into final form* Coordination of travel for attorneys (including short distance travel by planning routes, finding available parking, and giving helpful information to assist the attorney in finding the proper location quickly and easily) * Preparation of engagement letters to potential clients, as well as setting up new clients in Time Matters and Timeslips * Maintaining attorney calendars, including scheduling calls and meetings, and ensuring that all relevant information is on both the attorney's personal calendar and the firm calendar * Utilizing handwritten or dictated materials and creating formal documents therefrom (Executive Assistants are expected to read carefully and comprehend all documents they review and to have an active understanding of the matters being performed by assigned attorneys, including the key players from both the client side and the opposing side) * Ensuring that all assigned attorneys are organized, including working with Paralegals to keep track of, and calendaring, important client-related events and deadlines, as well as reminding attorneys of such events and deadlines * Checking in with all assigned attorneys to see what assistance could be provided, assisting them with document management and keeping their offices clean and in proper order, as well as taking care of all other general organizational needs * Printing, copying, and scanning documents * Maintaining hard and electronic copies of general legal files * Coordinating with off-site filing of documents * Overseeing destruction of sensitive legal documents (both hard copy and electronic) * Preparation of expense reports * Working with other Executive Assistants to set up for client meetings and firm marketing presentations by ordering and putting out food, coffee, and other refreshments as needed, and asking attorneys if there are any specific special needs or instructions for such meetings or presentations * Working with other Executive Assistants to maintain the firm's contact database in Time Matters by adding new clients or resource providers and updating contact information as needed * Working with other Executive Assistants to maintain attorney emails (including moving emails within Outlook to ensure all email boxes are kept clean per the individual attorney's preferences) * Working with other Executive Assistants to prepare packages for shipping via FedEx or other carriers, as well as coordinating with courier services when required For Job Requirements * A clear understanding of the general, everyday use of computers and printers, including the ability to hook up a computer, transfer documents within folders, and troubleshoot minor computer and software issues, both personally and for assigned attorneys * Well-skilled in Outlook, Word, Excel, and PowerPoint * Strong organizational skills * Attention to detail * Ability to multitask and strong time management skills * Ability to type 50+ WPM (standard formula [(Words - Errors) x (60 / Elapsed Seconds)]) Other Skills/Abilities * Associates Degree/certificate or bachelor's degree preferred * Team player with good attitude * Understanding of the importance of administrative tasks and the ability to take pride in performing such tasks

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