Legal Executive Assistant - DEI

About Ropes & Gray

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.

com International's "A-List" in the U.K.-rankings that honor the "Best of the Best" firms.

The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview

JOB SUMMARY :

Become a Legal Executive Assistant (LEA) at Ropes & Gray with the DE&I Team

Why? Because with great responsibilities come great opportunities : to work alongside industry-leading lawyers; to play a vital role managing day-to-day activities;

and to join the practice as an integral member of the group, managing the flow of information as you screen, organize and prioritize requests from both internal and external clients.

Being an LEA at Ropes & Gray means being challenged and rewarded. It's a role ideal for a self-starter with high energy who can work independently and identify creative solutions to complex business problems.

Responsibilities

ESSENTIAL CAPABILITIES :

• Supports and demonstrates fluency in the Firm's Trusted Advisor and Proactive Assistance programs.
• Demonstrates a professional demeanor in appearance and behavior. Maintains strict confidentiality in all interactions. Possesses strong interpersonal skills.

Demonstrates a solid ability to communicate with all levels of the organization.

• Possesses exceptional verbal and written communication skills adhering to proper business writing standards. Demonstrates a keen eye for detail in informal and formal communications.
• Maintains a positive and professional attitude at all times. Works effectively with other departments, seeking solutions to business problems.

Demonstrates an intellectual curiosity and continuous drive to improve service.

Demonstrates an openness to constructive feedback and a flexibility to adjust behavior or performance as needed.

MAIN DUTIES AND RESPONSIBILITIES include :

Client Service - Relationship Management

• Fosters open and frequent communication with teammates to ensure smooth and expeditious support. Cross-trains teammates ensuring same first-class service while away or out of the office.
• Provides superior client service with internal and external clients displaying a proactive, "can do" attitude when meeting individuals, answering telephone calls, and acting on behalf of the team.
• Acts as the gatekeeper prioritizing conflicting needs. Handles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completion.

Suggests new processes / procedures to expedite projects and day-to-day workflow.

• Demonstrates intimate knowledge of assignment's work habits and preferences. Anticipates needs and shepherds work forward with limited direction.
• Works closely with, and effectively manages administrative responsibilities for the team, keeping them well informed of upcoming commitments and responsibilities, following up appropriately.

Billing Management

Efficiently reconciles and processes expenses. Reviews inbox, diary entries, calendar and other items to classify business and personal expenses.

Reviews Chrome River and American Express Card to allocate expense items. Collaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessary.

Actively manages timekeepers' diaries. Creates draft entries based on knowledge of activity, review of inbox, diary entries or other knowledge.

Edits and reviews entries to ensure conformity to best practices. Proactively manages team to ensure entries meet submission deadlines.

Project Management

• Composes, edits and proofreads correspondence, presentations and other documents. Demonstrates exceptional technological / document production skills.
• Proactively coordinates internal / external meetings with limited direction. Arranges proper logistics based on meeting requirements (visitor offices, conference room, video conference and dial-in number, as appropriate).
• Applies best practice when arranging travel, utilizing agent assist and on-line tools appropriately. Monitors travel to ensure smooth arrival and departure.

Maintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.). Manages airline check-in and boarding passes for those assigned (when appropriate).

• Proactively coaches team to delegate tasks to their LEA allowing the team to focus on and engage in their work. Tasks include, but are not limited to, heavy scheduling, travel coordination, document and meeting preparation, printing, scanning, copying / binding, filing, notary services, package shipment.
• Demonstrates an exceptional understanding of Microsoft Outlook. Utilizes creative problem solving skills to solve challenging scheduling requirements.

Manages multiple calendars and supports scheduling requirements across multiple, offices and time zones.

Ensures client / matter related documents and emails are stored in FileSite Workspaces.

Training and Professional Development

• Actively contributes in secretarial huddles and other team related activity. Participates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessary.
• Maintains subject matter level expertise in the Firm's core applications. Understands and adheres to best practices.

OTHER RESPONSIBILITIES :

Performs other work-related duties as assigned.

Qualifications

EDUCATION, EXPERIENCE AND SKILLS REQUIRED :

• College degree or equivalent.
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications.
• Strong organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with internal and external lawyers, staff and clients.
• Expert communication skills.
• Proactive approach to problem-solving and strong decision-making capability.

Compensation and Total Rewards Package

Boston + Washington DC Comprehensive Total Rewards Package :

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture.

The anticipated pay range for this role in Boston and DC is $69,000-$103,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting.

In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

Working Conditions

This position requires hybrid on-site presence as an essential function of the role. Consistent and predictable on-site presence is required for ongoing business continuity, professional development and effective collaboration with colleagues and management.

For this position, the on-site presence required is four days per week and one day remote.