Assistant

The Assistant (Legal Secretary) is responsible for providing executive level administrative support to attorneys of the firm by effectively managing day-to-day activities and the flow of information and maximizing their attorneys’ time and productivity.

Responsibilities
•    Foster open and frequent communication with assigned attorneys and keep them informed of upcoming commitments and responsibilities, including assisting in meeting targets and deadlines
•    Demonstrate intimate knowledge of assigned attorneys’ work habits and preferences by anticipating their needs and shepherding work forward with limited direction
•    Serve as first point of contact as it relates to managing attorneys’ schedule, travel arrangements, billing, document production (e.g. redlining, formatting, etc.) and other tasks 
•    Develop a strong understanding of each attorneys’ work, as well as that of other practice groups, departments and offices.  Build and maintain a professional network of peers across the Firm to assist in solving problems
•    Manage daily coordination of attorneys’ Outlook calendars and use creative problem solving skills to solve challenging scheduling requirements.  Act as the gatekeeper for prioritizing conflicting needs
•    Coordinate internal and external meetings, programs and events.  Arrange proper logistics based on meeting requirements
•    Interface with clients and liaise with other departments on attorneys’ behalf 
•    Assist with billing and invoicing processes including tracking billable hours and expenses
•    Assist attorneys with administrative tasks including preparing their diaries, processing Chrome River expenses, and keeping contact lists up to date
•    Create client matter intake forms
•    Compose, edit and proofread emails, presentation materials and other documents 
•    Monitor tracking and recording of travel and expense reimbursement requests
•    Organize and maintain key documents in the appropriate workspaces in the document management system (i.e., iManage Work)
•    Suggest new processes/procedures to expedite projects and day-to-day workflow
•    Perform notary duties
•    Work on ad hoc and special projects
•    Perform other duties as assigned

Education
Required
•    Bachelor’s degree or equivalent experience
Preferred
•    Bachelor’s degree in legal studies, business or related field preferred

Skills and Experience
Required
•    5+ years of executive assistant experience, preferably in a law firm or in professional services
•    Excellent interpersonal skills and a professional demeanor; ability to work effectively with all levels of Firm personnel and stakeholders
•    Strong written and verbal communication skills
•    Strong attention to detail with the ability to proofread written materials and presentations
•    Ability to multi-task efficiently and effectively
•    Demonstrated ability to work independently and  collaboratively as part of a team 
•    Strong knowledge of Microsoft Office Suite and tech-savvy with the ability to learn new technologies
•    Familiarity with collaboration tools such as Microsoft Teams, Zoom, etc.
•    Possess sound judgment and discretion when handling confidential and sensitive information
•    Flexibility and adaptability to handle changing priorities and deadlines

Preferred
•    Certified Notary Public (License must be obtained within 6 months of hire)

Salary Information

MA Only: The estimated base salary range for this position is $80,000 to $100,000 at the time of posting.

The actual salary offered will depend on 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. This role is non-exempt meaning it is overtime pay eligible.

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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.