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ABOUT JENNER & BLOCK

Jenner & Block LLP is a law firm with a fearless reputation and global reach, high-level problem solvers in litigation, government controversies, investigations, regulatory challenges, and complex corporate transactions. With offices in Century City, Chicago, London, Los Angeles, New York, San Francisco, and Washington, DC, the firm represents a wide range of clients, counseling Fortune 100 companies, large privately held corporations, major nonprofits, top universities, private equity investors, and Native American tribes. Consistently recognized as a firm that stands up for its values with its commitment to justice and community service, Jenner has been named the No. 1 pro bono firm 13 times in the United States by The American Lawyer.

OVERVIEW

The Executive Assistant, working under the supervision of the Los Angeles Office Director of Administration, will take direction from and operate in support of senior attorneys in the performance of a variety of administrative duties as assigned. The Executive Assistant is a non‐exempt position. The hours are 8:45 am – 5:15 pm, Monday ‐ Friday and additional hours as required. This role will be based out of the firm's Century City office.

ESSENTIAL JOB FUNCTIONS

• Serve as the forward-facing liaison for a senior attorney, independently managing stakeholder communications under tight timelines and in high-pressure situations while maintaining a professional, solutions-oriented demeanor.
• Prepare expense reimbursements and process client-related or vendor invoices for payment.
• Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings.
• Maintain calendar and contacts for Executive, MP, Partner or Manager.
• Monitor mailboxes and maintain electronic filing system in Outlook.
• Document conversions, e.g., PDF to Word.
• Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls.
• Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
• Perform other related duties, special projects and assignments as required. Assist other admins in back-up support and vacation coverage.
• Input attorney time into the WebTime time entry program.
• Prepare, finalize and distribute new client Engagement Letters, New Business Memo, etc., including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks.
• Maintain physical client files including creation of records. Prepare inactive case files and attorney materials for off-site storage.
• Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar, resolution of billing problems and suggest process improvements.
• Assist with the preparation of presentation materials.
• Create, format and proofread correspondence, presentations, reports, binders, spreadsheets and other reference materials as required to prepare Executive, MP, Partner or Manager for meetings and projects. Draft executive letters, memos, reports, talking points, video scripts and other documents.
• Document inquiries and questions directed to the Executive and coordinate responses or conversations as appropriate.
• Analyze incoming memos, submissions and reports to determine their priority order. Review incoming correspondence and interoffice materials, determine priority and respond appropriately.
• Make recommendations regarding appropriate action and follow-up.
• Develop and maintain a broad and deep knowledge of law firm practices, processes and protocol. Have strong knowledge of various players.
• Schedule and support meetings, prepare presentation materials and provide additional administrative support as needed.
• Screen and prioritize Outlook Email Inbox, file email and maintain Outlook folders.
• Work closely with the other executive coordinators to execute administrative and strategic initiatives.

QUALIFICATIONS & REQUIREMENTS

• Advanced in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed.
• College degree preferred or equivalent work experience required.
• Executive level administrative experience required.
• Ability to interface and collaborate in a complex matrix management environment.
• Works well independently as well as effectively within a team.
• Works well under pressure.
• Demonstrates effective interpersonal and communication skills, both verbal and in writing.
• Great client service skills, including being comfortable interacting with firm clients.
• Excellent organizational skills, ability to prioritize workload and have a strong attention to detail.
• Must be able to follow direction.
• Sound business judgment.
• Proven ability to multi‐task.
• Demonstrates initiative to anticipate needs.

Additional Duties

This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties, specialized projects, and other tasks as required. The firm reserves the right to modify or adjust the responsibilities to meet business needs.

Physical Requirements

Candidates must be able to meet the physical demands of the position, including the ability to commute to the office as required on designated in-office days based on the position. The firm is committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) for qualified individuals with disabilities.

Eligibility Requirement

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Jenner will not sponsor applicants for work visas for this position.

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.

Jenner & Block is proud to offer a competitive total rewards package, including comprehensive health & well-being benefits and 401k profit sharing. The anticipated pay range for this role in Century City is as follows:

5 - 6 years of experience: $80K - $90K

7 - 8 years of experience: $91K - $100K

9 - 10 years of experience: $101K - $110K

10+ years of experience: $120K

The actual offered rate for this position will be determined based on several factors, including qualifications and experience, geographic location, education, external market data, and consideration of internal equity.