Executive Assistant

ABOUT JENNER & BLOCK

Jenner & Block (www.jenner.com) is a law firm with global reach, with more than 500 lawyers and offices in Chicago, London, Los Angeles, New York, San Francisco and Washington, DC. The firm is known for its prominent and successful litigation practice and experience handling sophisticated and high-profile corporate transactions. Firm clients include Fortune 100 companies, large privately held corporations, financial services institutions, emerging companies and venture capital and private equity investors. The American Lawyer magazine has ranked Jenner & Block as the #1 pro bono firm in the United States 10 times, most recently in 2019. The firm has been ranked in the top 10 in this category every year since 1990.

OVERVIEW

The Executive Assistant, working under the supervision of the Manager of Administration, will take direction from and operate in support of the Office Managing Partner and Primary Team Co-chair (“Partners”) in the performance of a variety of executive and administrative duties as assigned. The Executive Assistant is a non‐exempt position. The hours are 8:45am - 5:15pm ET, Monday ‐ Friday and additional hours as required.

REQUIRED JOB FUNCTIONS

Partner Executive Support:

• Work with the Partners, Primary Team Co-chairs and members, and other contacts to determine and finalize the Partners’ daily schedules.
• Maintain complex calendars for Partners; coordinate and brief Partners on all scheduling activities (internal and external meetings, client-related appointments, business development activities, etc.)
• Coordinate Partner travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency.
• Coordinate meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings.
• Create, format and proofread correspondence, presentations, reports binders, spreadsheets and other reference materials as required to prepare Partners for meetings and projects.
• Draft executive letters, memos, reports, talking points, video scripts and other documents.
• Maintain electronic filing system via Outlook.
• Monitor and track the Partners’ incoming telephone calls, manage messages, and return calls as requested
• Document inquiries and questions directed to the Partners and coordinate responses or conversations as appropriate.
• Make recommendations regarding appropriate action and follow-up.
• Maintain daily, weekly, and ongoing to-do list for Partners, organized by priority level.
• Analyze incoming memos, submissions, and reports to determine their priority order.
• Partner with the Communications team, Primary Team Coordinator, and other firm departments to monitor press coverage and schedule interviews and other appearances.
• Identify and track Partners’ business-related expenses; prepare expense reports and submit for reimbursement.
• Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar, resolution of billing problems and suggest process improvements.
• Develop and maintain a broad and deep knowledge of law firm practices, processes, and protocol. Have strong knowledge of various players.
• Work closely with the other executive assistants to execute administrative and strategic initiatives.

General Administrative Support:

• Input attorney time into the WebTime time entry program.
• Prepare, finalize and distribute new client Engagement Letters, New Business Memo, etc., including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks.
• Maintain physical and electronic client files including creation of records. Prepare inactive case files and attorney materials for off-site storage.
• Document conversions, e.g., PDF to Word.
• Process client-related or vendor invoices for payment.
• Perform other related duties, special projects and assignments as required. Assist other admins in back-up support and vacation coverage.

REQUIRED COMPETENCIES AND QUALIFICATIONS

• Experience coordinating several scheduling activities with multiple parties.
• Experience handling sensitive information and maintaining confidentiality.
• Able to manage varying priorities and adapt to ever-changing situations.
• Ability to interface and collaborate in a complex matrix management environment.
• Works well independently as well as effectively within a team.
• Works well under pressure.
• Demonstrates ability to communicate effectively and professionally in a fast-paced and deadline-driven environment.
• Demonstrates effective interpersonal and communication skills, both verbal and in writing.
• Great client service skills, including being comfortable interacting with firm clients.
• Excellent organizational skills, ability to prioritize workload and have a strong attention to detail.
• Must be able to follow direction.
• Sound business judgment; strong decision-making skills and comfortable navigating challenging situations
• Proven ability to multi‐task.
• Demonstrates initiative to anticipate needs.
• Advanced in basic computer applications including Windows 7 and Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed.
• College degree preferred or equivalent work experience required.
• Executive level administrative experience required
• Experience as a Scheduler or Legislative Assistant on Capitol Hill is a plus.

Jenner & Block LLP is an equal opportunity employer. Recruitment and employment decisions are not made on the basis of an individual’s race, color, creed, religion, national origin, ancestry, citizenship status, age, non-disqualifying physical or mental disability or medical condition, genetic information, sexual orientation, sex, gender identity and/or expression, pregnancy, childbirth, breastfeeding or related medical conditions, arrest record, matriculation, personal appearance, political affiliation, marital, parental, veteran, military, or order of protection status, or any other protected status or that of their relatives, friends, or associates.

Jenner & Block offers a comprehensive benefits program, which includes medical, dental, and vision insurance, 401(k), and paid time off, in addition to other offerings.