Legal Executive Assistant

Ropes & Gray is a preeminent global law firm seeking a Legal Executive Assistant to support industry-leading lawyers. The role involves managing day-to-day activities, client relationships, and billing processes while ensuring confidentiality and exceptional service.ResponsibilitiesFosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyersCross-trains teammates ensuring same first-class service while away or out of the officeProvides 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 lawyersActs as the gatekeeper prioritizing conflicting needsHandles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completionSuggests new processes/procedures to expedite projects and day-to-day workflowDemonstrates intimate knowledge of assignment’s work habits and preferencesAnticipates needs and shepherds work forward with limited directionDevelops strong understanding of (assigned lawyer’s) practice and clientsMaintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter listsWorks closely with, and effectively manages, assigned lawyers’ practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyEfficiently reconciles and processes expensesReviews inbox, diary entries, calendar and other items to classify business and personal expensesReviews Chrome River and American Express Card to allocate expense itemsObtains receipts from lawyer or other means if availableCollaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessaryActively manages timekeepers’ diariesCreates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledgeEdits and reviews entries to ensure conformity to best practicesProactively manages lawyers to ensure entries meet submission deadlinesObtains subject matter expert level knowledge of the billing processProactively communicates and collaborates with assigned billing coordinatorsCoordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to clientAssists in meeting targets and year-end deadlinesComposes, edits and proofreads correspondence, presentations and other documentsDemonstrates exceptional technological/document production skillsProactively coordinates internal/external meetings with limited directionArranges 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 appropriatelyMonitors lawyer’s travel to ensure smooth arrival and departureMaintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.)Manages airline check-in and boarding passes for assigned lawyers (when appropriate)Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practiceTasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipmentDemonstrates an exceptional understanding of Microsoft OutlookUtilizes creative problem solving skills to solve challenging scheduling requirementsManages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zonesMonitors attorney’s inboxCleans-up, organizes and/or responds per lawyer preferencesOrganizes and cleans up Outlook folder structureEnsures client/matter related documents and emails are stored in iManage WorkspacesActively contributes in secretarial huddles and other team related activityParticipates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessaryMaintains subject matter level expertise in the Firm’s core applicationsUnderstands and adheres to best practicesPerforms other work-related duties as assignedSkillsSupports and demonstrates fluency in the Firm's Trusted Advisor and Proactive Assistance programsDemonstrates a professional demeanor in appearance and behaviorMaintains strict confidentiality in all interactionsPossesses strong interpersonal skillsDemonstrates a solid ability to communicate with all levels of the organizationPossesses exceptional verbal and written communication skills adhering to proper business writing standardsDemonstrates a keen eye for detail in informal and formal communicationsMaintains a positive and professional attitude at all timesWorks effectively with other departments, seeking solutions to business problemsDemonstrates an intellectual curiosity and continuous drive to improve serviceDemonstrates an openness to constructive feedback and a flexibility to adjust behavior or performance as neededFosters open and frequent communication with teammates to ensure smooth and expeditious support to assigned lawyersCross-trains teammates ensuring same first-class service while away or out of the officeProvides 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 lawyersActs as the gatekeeper prioritizing conflicting needsHandles matters confidentially, expeditiously, proactively and independently and follows through on tasks until successful completionSuggests new processes/procedures to expedite projects and day-to-day workflowDemonstrates intimate knowledge of assignment's work habits and preferencesAnticipates needs and shepherds work forward with limited directionDevelops strong understanding of (assigned lawyer's) practice and clientsMaintains a professional relationship with other legal counsel, courts, agencies and professional organizations on behalf of the attorney keeping up-to-date client contacts in InterAction, as well as, detailed client/matter listsWorks closely with, and effectively manages, assigned lawyers' practice to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyEfficiently reconciles and processes expensesReviews inbox, diary entries, calendar and other items to classify business and personal expensesReviews Chrome River and American Express Card to allocate expense itemsObtains receipts from lawyer or other means if availableCollaborates with internal or external resources to address all outstanding Chrome River or AMEX items within payment window, running inquiries when necessaryActively manages timekeepers' diariesCreates draft entries based on knowledge of lawyer activity, review of inbox, diary entries or other knowledgeEdits and reviews entries to ensure conformity to best practicesProactively manages lawyers to ensure entries meet submission deadlinesObtains subject matter expert level knowledge of the billing processProactively communicates and collaborates with assigned billing coordinatorsCoordinates the proper review of proformas, tracks, edits and updates, and facilitates final approval of bill to ensure timely delivery to clientAssists in meeting targets and year-end deadlinesComposes, edits and proofreads correspondence, presentations and other documentsDemonstrates exceptional technological/document production skillsProactively coordinates internal/external meetings with limited directionArranges 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 appropriatelyMonitors lawyer's travel to ensure smooth arrival and departureMaintains up-to-date travel preferences (frequent flyers, KTN, passport, etc.)Manages airline check-in and boarding passes for assigned lawyers (when appropriate)Proactively coaches lawyers to delegate non-billable tasks to their LEA allowing the lawyer to focus on legal work and engage in their practiceTasks include, but are not limited to, printing, scanning, copying/binding, filing, notary services, document preparation and package shipmentDemonstrates an exceptional understanding of Microsoft OutlookUtilizes creative problem solving skills to solve challenging scheduling requirementsManages multiple calendars and supports scheduling requirements across multiple lawyers, clients, offices and time zonesMonitors attorney's inboxCleans-up, organizes and/or responds per lawyer preferencesOrganizes and cleans up Outlook folder structureEnsures client/matter related documents and emails are stored in iManage WorkspacesActively contributes in secretarial huddles and other team related activityParticipates in focus groups, lunch and learns, and other knowledge sharing activity including the mentor program, when necessaryMaintains subject matter level expertise in the Firm's core applicationsUnderstands and adheres to best practicesPerforms other work-related duties as assignedBenefitsComprehensive health and well-being benefitsPersonal and professional developmentCareer growth opportunitiesCollegial and supportive cultureDiscretionary bonus based on performanceCompany OverviewRopes & Gray, a preeminent, global law firm, has been ranked in the top-three on The American Lawyer's prestigious "A-List" for eight consecutive years and listed on Law.com’s UK “A-List” for three years in a row. It was founded in 1865, and is headquartered in Boston, Massachusetts, USA, with a workforce of 1001-5000 employees. Its website is http://www.ropesgray.com/.Company H1B SponsorshipRopes & Gray LLP has a track record of offering H1B sponsorships, with 26 in 2025, 23 in 2024, 24 in 2023, 38 in 2022, 21 in 2021, 21 in 2020. Please note that this does not guarantee sponsorship for this specific role.



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