Executive Assistant

Duties and Responsibilities:

1.General

a.Sending of reports to clients prepared by multiple attorneys in the firm, and emails from the managing partner’s email account to clients on a daily basis. This also includes making revisions on reports and requires some legal secretarial knowledge in terms of formatting and using Word. Also responsible for the distribution of reports approved by the managing partner to the secretaries/attorneys for sending.

b.Monitoring emails from clients and directing them to appropriate attorneys in firm.

c.Responsible for the managing partner’s very busy calendar, which includes scheduling trials, mediations, depositions, conference calls, and travel dates. This requires calling, emailing and communicating with the attorneys and their secretaries to schedule and confirm the events on a regular basis.

d.Handling all travel arrangements for the managing partner, including flights, hotels, rental cars, as well as international travel to the U.K.

e.Drafting and entering time entries for the managing partner (from his email communications with clients, hard copies of U.S. mail, and reading copies of reports). This usually takes five full days during the beginning of each month to compile all of the information. The candidate should be familiar with the language used for legal time entries and have experience using Timeslips.

f.Directing client FedEx deliveries and mail to appropriate attorneys in firm, which involves using the firm file list to search for the cases the mail pertains to.

g.Relaying messages from clients to the managing partner and the handling attorneys. This sometimes involves checking his voicemail when he is out of town and making sure he and the handling attorneys communicate with the client.

h.Receipt of service of pleadings on behalf of managing partner, and directing to the appropriate attorneys in firm.

i.Light dictation for managing partner.

j.Assistance with insurance company audits.

k.Preparation and entry of requests for information from insurance clients and companies.

l.Assisting managing partner with various personal assistant tasks (gifts to clients, memberships, errands, gifts for wife, daughters, doctor’s appointments, committees, etc.).

m.Registering managing partner for various seminars, especially for Primerus and NWCDN events. This also involves registering client guests for Primerus events and making their travel arrangements as well.

n.Making lunch and dinner reservations for clients.

o.Assist in arrangements for firm picnic, preparation, set up, and shopping for food.

2.Client Development Duties

a.Drafting and revision of lengthy form solicitation letters on behalf of the managing partner covering various areas of the firm’s insurance defense practice.

b.Preparation of mass mailings of materials for client development, which involves knowledge of mail merges from an Outlook data base.

c.Maintaining supply of various booklets and materials used for client development mailings, and updating the covers each year.

d.Drafting and assembly of panel counsel submissions for insurance companies.

e.Drafting of follow up letters from managing partner to participants in various seminars and events.

f.Extensive internet research for contact information for leads provided by the managing partner, from seminar attendance lists and from Linked In, and also constantly updating and maintaining existing contacts.

g.Managing the e-communications for the firm, which includes sending out mass emails to 8,500 recipients, and using responses to update contacts and obtain new contacts.

h.Responsible for Christmas gift selection, manufacturing and shipping of gifts to 1500 recipients, and preparation of Christmas e-card. This entails calling recipients to confirm contact information, and preparing Excel spreadsheets of the Christmas lists to send to the shipper. This also includes shipping 250 gifts to the United Kingdom.

i.Responsible for King Cake gift list in February and preparing order and list for shipping.

j.Handling of placement of ads in legal publications, i.e. A.M. Best listing.

k.Responsible for planning and submitting the suite menu for each Pelicans game, and for providing clients/guests with tickets.

3.Primerus, NWCDN, Client Seminars

a.Drafting of follow up letters to individuals managing partner meets at these seminars, as well as adding any new contacts from the seminars to our contacts.