What are the responsibilities and job description for the Executive Assistant position at Matura Farrington?
The ideal candidate will possess strong communication skills, exceptional organizational abilities, and a professional demeanor, ensuring smooth operations within a fast-paced legal environment. This position plays a critical role in managing administrative tasks, coordinating projects, and providing high-level executive support.
Key Responsibilities :
Executive Support :
Provide comprehensive administrative support to the senior leadership team, including calendar management, scheduling meetings, and coordinating travel arrangements.
Prepare and review correspondence, reports, presentations, and other documents.
Act as a liaison between the leadership team and clients, attorneys, and staff, maintaining professionalism at all times.
Manage incoming calls, emails, and other communications, prioritizing and responding as appropriate.
Meeting & Event Coordination :
Coordinate internal and external meetings, conferences, and client events, ensuring that all logistical details are managed effectively.
Prepare agendas, take minutes, and follow up on action items from meetings.
Document & File Management :
Organize and maintain confidential legal files, documents, and client records, ensuring that they are easily accessible and up to date.
Assist in preparing, filing, and organizing legal documents, contracts, and other records as required by the firm.
Project Management :
Assist with project coordination, ensuring deadlines are met and resources are properly allocated.
Track project progress and provide regular updates to senior leadership.
Billing & Expense Management :
Assist with preparing client billing and invoices, ensuring accuracy and compliance with firm billing procedures.
Manage office expenses, reconcile invoices, and track department budgets.
Client & Office Relations :
Build and maintain strong relationships with clients, vendors, and stakeholders.
Address client inquiries and requests in a professional and timely manner.
Other Administrative Support :
Perform other administrative tasks as assigned by senior management, ensuring that firm operations run smoothly and efficiently.
Qualifications : Education :
Bachelor’s degree or equivalent work experience preferred.
Experience :
3 years of experience as an executive assistant, preferably in a law firm or legal environment.
Proven experience in managing calendars, scheduling meetings, and organizing travel.
Familiarity with legal terminology and document management is a plus.
Skills :
Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
Strong written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and legal management software (e.g., Clio, iManage).
Ability to handle sensitive information with confidentiality and professionalism.
Strong problem-solving skills and a proactive approach to tasks.
Ability to work independently and as part of a team in a fast-paced environment.
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