Executive Assistant

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Summary:

Under general supervision, the Associate Case Coordinator role involves a high volume of administrative support and is responsible for ensuring the Expert and support team has the appropriate level of case assignments while maintaining the ability to meet scheduled deadlines. This role acts as an intermediary between the client, the support staff, and the expert and includes planning, scheduling, directing, and executing case management activities for maximum performance of all projects. The Associate Case Coordinator also provides the Expert with additional administrative case coordination support by, initiating new files, identifying and scheduling event dates and deadlines, and assuring needed travel is arranged and necessary equipment is reserved in Cheqroom.

Essential Functions:

• Coordinates internal and external activities to ensure the Expert is making the most effective use of time. o Reviews Expert calendar daily for accuracy; anticipate needs related to upcoming client events and internal deadlines.

• Maintains Expert’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, court appearances, inspections and travel. Coordinates and schedules the activities with clients and resolves scheduling conflicts as necessary.

• Ensures Expert is ready for events such as NFT, TEC, Inspection, Testing, Opinions, Report, Deposition, and Trial by coordinating with the support staff to ensure the organization of case materials and work products necessary for the Expert’s scheduled commitments are prepared on time.

• Communicates with support staff and others involved on assigned files and works as a team so that complete and responsive client service is provided.

• Reviews the incoming correspondence, communicates the identified notices/requirements to the Expert, Operations Managers, or other personnel as necessary and appropriate, and ensures proper documentation of correspondence in the matter management system.

• Coordinates with the support staff to ensure the organization of case materials and work products necessary for the Expert’s scheduled commitments are prepared on time.

• Provides support and coordination for related positions, such as Radiologist, Technical Directors or Engineers as needed within the scope of the Expert’s activities, including coordination of internal and external events and related travel as warranted.

• Maintains contact with clients as necessary to ensure information is received in an appropriate time frame.

• Provide courteous and professional service to internal and external clients.

• Answers and appropriately screens telephone calls, manages and accurately documents calls, including new matter inquiries. o Detail oriented in gathering and disseminating case-related information obtained from phone calls.

• Uses the Matter Management System to complete conflict checks and manage Expert caseload with respect to event status and deadlines.

• Uses the Client Management System to set up client firm record and ensures the client contact is updated as necessary.

• Approves expense reports input by AAs.

• Ensures staff compliance with corporate training, policies, procedures, and standards of behavior.

• Uses the Client Management System to set up client firm record and ensures the client contact is updated as necessary.

• Approves expense reports input by AAs.

• Ensures staff compliance with corporate training, policies, procedures, and standards of behavior.

Required Education and Experience:

* **Five years of executive/legal assistant experience required in the legal fields of product liability and/or personal injury environments.

Preferred Education and Experience:

* **Associate or Bachelor’s degree in secretarial or paralegal studies, business administration, management or related studies preferred.

* **Knowledge of Aderant Expert Case Matter Management System

Certifications/Licenses:

Not Applicable

Supervisory Responsibilities: No

Competencies:

• Highly organized and strong attention to detail

• Independent worker, self-starter

• Strong work ethic

• Ability to function well in a high-paced and at times stressful environment

• Ability to maintain confidentiality

• Ability to prioritize and manage multiple ongoing projects

• Honesty and integrity in all things

• Strong interpersonal, written and oral skills

• Willingness to listen

• Ability to interact with diverse personalities

Reasoning Abilities:

The ability to see beyond the immediate and obvious situation to anticipate needs or obstacles and work to proactively address them. The ability to use common sense and logic is required as well as exercising judgment in compiling and synthesizing case materials.

Other Abilities:

Math Ability:

• Basic mathematic skills are required.

Computer Skills:

• Proficient in the use of Microsoft Office software (specifically Word and Outlook), Microsoft Windows, and Adobe Acrobat. The ability to adapt to new software and modalities for employing software in an efficient manner is also required.

Work Environment:

In Office Only

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit and use hands and fingers. The employee is frequently required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. The work space for this position will be a cubicle solely occupied by the individual, in a purpose-grouped location. The noise level in the work environment is usually moderate.

Travel Required: No

Work Authorization/Security Clearance Requirements:

Must be eligible to work in the United States.

Affirmative Action/EEO Statement:

We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.

Other Duties as Assigned:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: From $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $26