Executive Assistant

Job Description: Executive Assistant

1. Executive Assistant Responsibilities

• Proofread and amend documents as per lawyer’s requirements. Incorporate client comments as indicated by lawyer.
• Blackline (comparison) of documents.
• Cross referencing checks; know how to insert, check and update.
• Draft engagement letters (based on templates) and incorporating fee pitch/assumptions & scope of work.
• Initiate new matter conflict checks, follow up on conflict results, complete client/matter opening form, providing billing information, updating finance and chasing finance on matter number allocation, updating timesheets.
• Gather client KYC documents and information, follow up with compliance for clearance, obtaining ethics approval.
• Review draft invoices and edit narratives according to house rules before invoices are presented to the partner for approval.
• Learn about the life cycle of a transaction, case, or deal.
• Track invoices sent out and track invoice payments, liaising with the finance department on outstanding payments.
• Call the respective governmental departments to query for information as needed.
• House style & format documents. Understand formatting steps and apply them to all templates and documents.
• Create documents from template form. Spot check for updated logo, footer, document number and date checks.
• Travel arrangements.
• Book meetings/lunches etc.
• Organize and manage diary.
• Coordinate with clients externally.
• Coordinate within the team and other departments of the firm.
• Timesheets - Amending timesheet narratives & closing time.
• Process expense claims.
• Process WIP Lists and complete the monthly billing process.
• Answer client calls and queries in a professional manner.

1. SKILLS

Technology

• Microsoft Office Suite
• Information Management
• Digital File Organization
• Microsoft Teams
• Billing & Invoicing
• Videoconferencing & Teleconferencing
• Email Management

Interpersonal

• Open communicator
• Excellent organizational skills and time management
• Adaptable & patient
• Problem solving abilities
• Accuracy and attention to detail
• Integrity & Reliability
• Excellent written & spoken English
• Bilingual
• Multitasker
• Professional personal presentation
• Drive & initiative
• ‘Think outside the box’ approach
• Ability to handle sensitive information confidential
• Telephone etiquette
• Time management