What are the responsibilities and job description for the Executive Assistant position at White & Case LLP?
Firm Summary
White & Case is an elite global law firm serving leading companies, financial institutions and governments worldwide. Our long history as an international firm means we are perfectly placed to help our clients resolve their most complex legal challenges wherever they may be.
With lawyers operating from more than 40 locations, working in virtually every country of the world, we have invested heavily in building a high-quality full-service practice competing at the top of the market. We are distinguished by our on-the-ground presence in the world's key financial markets and our strengths in handling complex cross-border work.
It's not just about our global network of offices; it's the global interconnectedness of the Firm that our people, and our clients, value most. We work well together across geographic and practice boundaries. It's one of the reasons we attract and retain cross-border work. And why we attract a diverse group of people.
Our lawyers are globally minded, enterprising, collaborative and committed to excellence. Diversity is a core value of our Firm and it has been recognized with numerous awards and top rankings around the world. Our people represent 90 nationalities and speak 80 languages.
Position Summary
The Executive Assistant (EA) will support the Global Head of the Firm's Financial Restructuring & Insolvency Group and plays an integral role in supporting the work of the Group. The EA performs work that is oftentimes highly confidential and time sensitive in nature. The role requires the ability to multi-task as part of a team, whose primary focus is to deliver excellent client service, both internally and externally. The EA position requires the ability and flexibility to work outside of regular business hours.
Duties and Accountabilities1
- Manage the lead partner's calendar, prioritize tasks and problem solve effectively.
- Make travel arrangements (including transportation, lodging, and meals), and prepare business itineraries.
- Manage and submit expense reports.
- Provide end-to-end support on new matter opening processes, both internally and with the client.
- Act as a liaison between the Partner and senior Firm stakeholders, other team members, departments, clients, and various external parties to maintain excellent lines of communications with internal and external stakeholders.
- Assist with maintaining checklists, establishing operational protocols and status tracking for various workflows.
- Plan and coordinate meetings.
- Complete conflict search reports.
- Maintain up to date and accurate client and matter lists.
- Manage bills and collections files.
- Create and maintain Outlook contacts and e-mail distribution lists.
- Draft, proofread and release time sheets.
- Assist with client development and research.
- Assist with completion of client-facing contracts for client secondments and new matter engagements.
- Plan and organize workflow to comply with established time constraints to meet deadlines.
- Document procedures and checklists, including keeping Desk Reference information up to date and easily accessible for use by other Practice Assistants.
- Manage and organize electronic and paper files.
- Manage sensitive matters with a high level of confidentiality and discretion.
- Work with other teams in the Firm to organize and track client gifts and internal team recognition/appreciation gifts.
- Develop and maintain a thorough knowledge of department and Firm procedures and uphold all rules and policies.
Qualifications
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- Ability to multi-task and prioritize multiple requests in a fast-paced environment.
- Interface professionally with all lawyers and Business Services professionals, as well as external parties.
- Respond in a timely fashion to lawyers and clients; carry out projects assigned effectively and on a timely basis.
- Demonstrate proficiency in all Microsoft software programs: Word, Excel, PowerPoint, and Outlook.
- Ability to quickly learn and master new software suites (i.e. Firm and practice-related software applications like iManage, Intapp, NBI, Chrome River, InterAction, etc.).
- Strong written and verbal communication skills, including proficiency in proper business grammar usage and punctuation, and legal and business spelling.
- Interpret instructions to produce quality work product and keep internal stakeholders apprised of the status of work and any problems with systems or programs.
- Be flexible and able to adapt quickly to changes in protocols and procedures.
- Exercise sound judgement and use discretion when required to keep information confidential.
- Self-starter who is proactive and anticipates future work after completion of assignments.
- Shows excellent attention to detail and utilizes resources available. Excellent organizational skills are required.
- Ability to thrive in a dynamic environment with demanding leadership.
- Must possess strong interpersonal skills and foster good relationships with team members.
- At least five (5) years of law firm or professional services experience.
- Exposure to a large international law firm is beneficial, but not required.
- Foreign language skills are a plus
- Professional telephone demeanor and etiquette.
- Must be flexible with work hours based on needs of the Firm.
Equal Opportunities
White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm's policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
If you require assistance and/or accommodation to participate in our application and/or interview process, please email the recruiting contact listed for the relevant position. We will be happy to work with you.
Benefits at White & Case
White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.
Location and Reporting
- This is role based in Miami
- The EA reports to FRI Partners and the Miami Office Administrator.
The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a diverse and inclusive workplace. It is our Firm’s policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
Applicants who are interested in applying for a position and require an accommodation during the process should contact talent.acquisition@whitecase.com.
