Executive Assistant - Healthcare

Purpose of Role:

The Executive Assistant performs a variety of executive administrative functions, secretarial and administrative support including office wide initiatives and assignments, coordinating the Executive’s business development activities, as well as assisting with client work.

Responsibilities:

• Heavy scheduling (including experience with international reservations)
• Maintenance of attorney calendar(s)
• Call/meeting reminders and confirmations to team/clients/opposing parties
• Forwarding of finalized contracts/agreements for execution
• Handling of incoming mail and faxes
• Mailing of various correspondence
• Client matter management – NetDocs search and save for various documents, agreements, and correspondence
• Email database management – search/save/file various documents, agreements, and correspondence from various email accounts
• Prepare attorney(s) for scheduled calls/meetings
• Preparation, forwarding and handling of retainer agreements
• Conduct conflict searches
• Opening of new matters, including litigation matters
• Follow-up with in-house attorneys on various matters for updates and/or assignments
• Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
• Daily communication with numerous clients
• Prepare general correspondence (ex. letters of representation, etc.)
• Handle daily “emergent” matters
• Enter attorneys’ time into billing system
• Organize client conferences
• Back-up to other EA’s

Qualifications:

• A minimum of 3 years of Executive Assistant experience at a law firm
• Proficiency in Microsoft Office Suite, primarily Word, Excel, Kofax (Adobe), DocuSign and Zoom
• Calendar and inbox management proficiency required
• Knowledge of digital dictation
• Highly organized, able to multi-task and prioritize tasks in a fast-paced environment and complete tasks in a timely manner with great efficiency and accuracy
• Self-motivated team player who is able to work as part of a team but also takes the initiative to work independently
• Exceptional problem-solving skills, and comfortability working in a dynamic workplace
• Ability to compose, edit and proofread legal documents, correspondence, and reports
• Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.
• Polished, professional and ability to communicate clearly, calmly, and concisely