Executive Assistant (D.C.)Apply
Location: Washington, D.C.
Time Type: Full time
Posted On: 28 Days Ago
Job Requisition ID: R2330
Job Description Summary: The Firm's Executive Assistant ("EA") provides proactive administrative support to the Firm's partners in a leadership capacity and is considered an integral part of the partner's practice. Besides conventional administrative tasks, an EA's role involves performing duties that can influence a partner's success, including business development, maintaining client relationships, and overseeing contact management. The EA acts as the "right hand" to the partners and proactively manages their day-to-day schedule and operations. Understanding critical objectives, strict deadlines, and fostering cooperation are key requirements of this integral role.
This position offers a hybrid schedule and requires three days onsite in our Washington, D.C. office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.
Job Description: Maintain and foster positive contact and collaborative working relationships with assigned Practice Group Partners/Associates/Paralegals, Firm clients, Administrative Departments, and external vendors.Meticulously manage and prioritize an exceptionally active calendar of appointments/events, including coordinating partner schedules, arranging client meetings, and overseeing events.Work closely with the partner to keep them informed of upcoming commitments and responsibilities, proactively providing solutions to conflicts/issues.Prepare the partner for their day, week, and scheduled meetings or business travel.Screen calls and in-person requests, applying excellent judgment when responding to requests for partner time.Streamline, analyze, compose, and prepare confidential correspondence with keen attention to detail and discretion.Document management by reviewing incoming mail or email, scanning, and e-filing documents while maintaining confidentiality.Arrange detailed travel plans and provide itineraries while ensuring compliance with Firm or client guidelines.Prioritize conflicting needs and handle matters expeditiously, often under deadline pressures.Complete critical aspects of deliverables and special assignments by establishing objectives and managing time effectively.Enhance the partner's standing by accepting ownership for accomplishing new and different requests.Provide back-up support to other partners or team members as necessary, demonstrating flexibility and adaptability.Seek innovative methods of working and consistently improve work processes.Perform complex and specialized administrative tasks using independent judgment.Understand the regulatory process related to obtaining or maintaining Regulatory Approval.Represent the Firm and leadership in a highly polished and professional manner.Perform other related duties or special projects as assigned.Client Billing: Review monthly bills for consistency, accuracy, and adherence to partner's preferred billing practices.Respond to client requests for month-end estimates as necessary.Assist in monitoring A/R and collections and identify issues as necessary.Work closely with the billing coordinator to ensure accurate execution of billing instructions.Possess knowledge for handling and tracking deal wire payments.Business Development and Client Maintenance: Assist partner in business development efforts, including organizing key contacts and coordinating with Marketing and Finance on pitch preparation.Support client maintenance by onboarding new clients and ensuring regular contact with key clients.Manage the partner's social media platforms and maintain their bio with relevant updates.Plan, book, and organize small events from initial concept to completion.Handle client gifting, ensuring cultural awareness and coordinating delivery.Practice Administration (may include): Maintain and update relevant reports, including budgets.Project management of key practice administration initiatives.Prepare agendas and materials for practice group meetings.Desired Skills and Qualifications: High level of anticipatory skills and excellent judgment.Proactive in analyzing areas for improvement and implementing change.Capable of working independently and making decisions.High level of accountability and ability to meet deadlines.Understanding of financial transactions and commitment to ethical practices.Excellent verbal and written communication skills.Proficient in Microsoft Office, Adobe Acrobat, and Social Media platforms.Reporting to the Office Administrator, the ideal candidate will have 5+ years of experience supporting a law firm Partner or C-level Executive. Regulatory experience is a plus. A Bachelor's degree is preferred or relevant experience required.
Benefits and Compensation Details: At Fenwick, we believe that our partners and employees are our most important asset. We offer a comprehensive benefit program to help you and your families achieve and maintain good health - physical, emotional, and financial.
The anticipated range for this position is: $107,000 - $145,250. Actual salary may depend on various factors including qualifications, experience, education, and location.
A discretionary bonus for eligible employees may also be available based on performance.
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