Executive Assistant - Boston

Job Description Summary:

Fenwick's Boston office is seeking an Executive Assistant (“EA”) who will play an essential role in the success of a partner’s practice. EAs are deeply relationship-oriented and understand the value of building relationships with the assigned partners and their clients. Individuals in this role may also be assigned to provide direct support to C-level partners with additional firm leadership responsibilities. An EA provides and demonstrates a high level of initiative, performs clerical/administrative work, and has responsibilities and duties that directly affect a partner’s achievements, such as supporting business development, client maintenance, and contact management. EAs are also responsible for maximizing a partner’s efficiency and conserving their time by reading, researching, drafting responses, collecting and analyzing information, and proactively managing a partner’s day-to-day schedule and operation, allowing the partner to focus more time on servicing clients’ needs. An effective EA works proactively rather than reactively to anticipate and solve problems. Confidentiality and tactfulness are essential skills and requirements for this position.

This position is based in our Boston (MA) office and offers a hybrid work arrangement, allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives. This position is based on a 40-hour work week with standard hours of 9:00am - 6:00pm, Monday - Friday.

Job Description:

In addition to the Core Competencies, an EA is responsible for:

Client Engagement/Onboarding

• Draft engagement letters appropriate to the type of engagement or client, being mindful of partner preferences for fee deferrals, rate structure, discounts, engagement limitations, etc.
• Work with the Conflicts Department to clear any conflict issues; completes and files new business memoranda.  Alerts team of new client or matter and communicates client-specific guidelines, if any.
• Works directly with other Departments to assist partner in onboarding new clients; establish client-specific procedures, e.g., creating and organizing Propel rooms, if necessary, and communicate same to team.
• Provides leadership to build relationships crucial to the success of onboarding a client; assist partner’s in creating and maintaining a strong client-centric plan around the wants, needs and interests of the clients.

Business Development and Client Maintenance

• Assist the partner with business development efforts, including but not limited to organizing and maintaining key contact information, plus categorization of contacts, adding contacts to relevant communication lists and monitoring outreach efforts to said contacts helping the partner stay in touch with priority contacts.  Coordinate with Marketing and Finance on pitch preparation, including ordering relevant background research, sales materials and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with suitable lead and pitch information; may be asked to attend business development meetings with Marketing personnel and schedule, assist and create appropriate actionable items after said meetings.
• Ensures regular contact with key clients; invites clients to key events; manages LinkedIn and other social media platforms to maintain contact with key clients; setup and review search engine alerts, e.g., Manzama or Google, for client or prospective client news articles; subscribe clients to relevant mailing lists.
• Support partner in managing their social media content (predominantly LinkedIn and Twitter) by drafting messages and posts, connecting with relevant clients, prospects and other vital contacts in the partner’s network, posting/sharing relevant content.
• Maintain partner’s bio and social media profile(s) with relevant new information such as new key clients, and significant experience.
• Substantive support of attorneys with client board responsibilities (travel, documents, scheduling, developing relationships with clients’ assistants).

Client Billing

• Review and edit monthly prebills and draft bills for narrative accuracy, spelling, consistency with client procedures and expectations, and substance, learning and dependably applying partner-specific billing practices (e.g., usual write-offs or “no charge” items, cost entries, transfers, adherence to client format practices, etc.). Communicate any client narrative guidelines with timekeepers.
• Check prebills for conformity to special billing engagement arrangements (deferrals, rates, caps, etc.).  Ensure prebills are completed timely to meet the monthly billing deadline.  Assist in the finalization of monthly bills.
• Respond to client requests for month-end estimates.
• Assist in monitoring A/R and collections and identifying issues.
• Closely coordinate with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
• Access will be granted to the Finance Department’s Aderant System for complete ownership and execution of the billing process for a select group of partners and their assistants.
• Possess knowledge for handling and tracking deal wire payments, occasional handling of client investment checks.

Practice Administration (may include)

• Support partner in relevant practice administration duties, including maintaining, creating or updating relevant reports and budgets.
• Project management of key practice administration initiatives.
• Prepare agendas and materials for practice group meetings, practice administration or practice group initiatives.

Additional Duties

• Manage and prioritize a highly active calendar of appointments/events (coordinate, manage and maintain partner schedules, client meetings, Board of Directors meetings, speaking engagements, programs, events and general appointments), allowing for transition time from one meeting to the next.
• Keeps partner well informed of upcoming commitments and responsibilities, follows up appropriately and proactively and provides solutions to calendar conflicts/jams.
• Takes initiative to ensure the partner is prepared for calendar events by providing the right documents, information, or meeting logistics.
• May be asked to attend meetings in the partner’s absence and present partner’s comments; create and manage actionable items from meetings; take ownership of items from inception through completion.
• Successfully completes critical aspects of deliverables with a hands-on approach that facilitates a partner’s ability to effectively assist clients.
• Screen calls and in-person requests while using excellent judgment when responding to various requests for time in a “gatekeeper” role to ensure the partner’s schedule is followed.
• Streamline, analyze, compose, and prepare confidential correspondence; copy, review outside mail, scan and file documents and maintain partner’s data (electronic or paper).
• Arrange highly detailed and complex travel plans, itineraries, and agendas; understand travel preferences and affinity programs, while managing travel costs.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
• Substantive support of attorneys who teach by helping with curriculum, syllabus, posting and maintaining course information/student information on university website.
• Substantive support of partner who sits on board or is a high-ranking member of a professional organization such as the ABA.
• Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; and adjusting plans with little to no supervision.
• Actively seeks ways to apply new methods of working, improvements in work processes, and supports an exchange of ideas amongst teams or colleagues.
• Provide backup support to other partners or team members as necessary, demonstrating flexibility and adaptability with a positive demeanor.
• Actively seek ways to apply new working methods, improvements in work processes, and support an exchange of ideas amongst teams or colleagues.
• At all times, represents Firm and leadership in a highly polished and professional manner.

Desired Skills and Qualifications:

• Must be a gracious team member that can adopt the best intentions in the most unlikely circumstances.
• Able to exercise sound judgment in various situations reaching decisions independently, yet focused on understanding the bigger picture, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• Must be able to work independently on tasks/projects, from conception to completion; keenly detail-oriented with outstanding organizational skills.
• Able to be a self-starter, problem solver, action-oriented, and curious to innovate and find solutions to tasks presented.
• Able to thrive in a fast-paced environment, excel at managing multiple priorities and projects concurrently.
• Can effectively communicate directly and on behalf of the supported attorneys on a range of issues.
• Demonstrates professionalism maintains a polished demeanor and a positive customer service attitude.
• Adapts well to changing plans, needs, priorities and is comfortable dealing with ambiguity.
• Possesses a high level of anticipatory skills and can prepare for what is needed next.
• Possesses the ability to identify critical logistical challenges just over the horizon and develop a way of offering solutions to problems before they materialize.
• Takes an initiative to analyze areas and processes for improvement and takes action to implement change.
• Possesses a sense of self-management and welcomes the opportunity to work autonomously to make independent decisions but work equally in a team environment.
• Possesses a high level of accountability and can consistently meet agreed-upon commitments.
• Possesses the ability to continually evolve to accommodate, respond to and complement any new demands.
• Actively foster and advance the cooperative teamwork-oriented environment that Fenwick strives to promote, aligning with the Firm’s mission statement, philosophy, policies and procedures.
• At all times, represent Firm and leadership in a highly polished and professional manner.
• Holds interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of Firm personnel and vendors; ability and desire to provide information courteously and tactfully.
• Embraces unexpected duties or special projects as needed.

Reporting to the Senior Director of Legal Administrative Services, the qualified candidate will have 6+ years of experience supporting a law firm Partner or C-Level Executive. Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms strongly preferred. Bachelor’s degree or relevant degree strongly preferred. 

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.

The anticipated range for this position is:

$94,000 - $140,500

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance.  Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.