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Executive Assistant

AGG

This is a Contract position in Los Angeles, CA posted June 12, 2022.

Arnall Golden Gregory LLP is seeking an organized, critical-thinking person with strong attention to detail.

This position supports the Atlanta Office through the performance of administrative duties for the Healthcare/Life Sciences Practice Group.

Position interfaces with clients and colleagues in a professional setting.

This person will be required to uphold the image of the Firm by maintaining respect for confidentiality, discretion, and positive contact with clients, attorneys and staff.This position requires a minimum of three to five years of experience as an executive assistant, preferably in a legal environment.

Assists through the performance of complex administrative, billing, calendar maintenance, travel coordination, and event management duties.

Must have strong organizational skills, and knowledge of grammar, spelling and punctuation.

Shall be proficient in the use of word processing and other automated equipment, including software packages currently being used by the Firm.

The specific requirements for this position include, but are not limited to those outlined below.Position Reports to: Healthcare/Life Science Practice Leaders and Attorneys; Legal Support ManagerOverall Responsibilities:Primary duties will include, but are not limited, to the following:Must have ability to communicate with clients and executives in writing and by telephoneCoordinate and manage travel arrangementsMust be able to effectively manage client interaction
– high volume of client contact through email, correspondence, and phoneManage daily calendars and deadlinesCoordinate and schedule internal and external meetingsPreparation of monthly client billing for transmittal to clients according to Firm guidelines (including review for edits/corrections)Prepares reimbursement and expense requests, tracking reimbursements for receipt of paymentResponsible for time entry into Firm billing systemMaintains personal correspondence, reading files, billing letters, expense reports, time entry filesManage individual attorney marketing and eventsProficient in navigating through Outlook Software
– heavy emailing of documents and notesOpen new client/matter files per Firm proceduresProficiency in use of PDF software and emailing of documentsCompose and edits documentsOvertime and flexibility will be requiredProficient in Word/Nuance/Excel/OutlookGeneral administrative dutiesPerforms any other duties that may be assigned with regard to this positionOther duties/tasks as assignedRequired Skills:Effective assistance to busy law practice attorneys, to include multi-tasking and problem-solving skillsGood office coordination skillsExcellent interpersonal, written and oral communications skills, as well as tact and diplomacy sufficient to gain the respect of attorneys and employeesProfessional demeanor and customer service orientatedStrong ability to perceive and analyze problems, as well as, develop, recommend and implement practical solutionsAssertive and confidentQuality control and detail orientedTeam oriented, flexible and creativeMaintains positive, productive working relationships with attorneys, colleagues and clientsProficiency in navigating through entire Microsoft Office SuiteEducation and Experience Requirements: A Bachelor’s Degree is highly preferredAt least three (3) years’ experience in above skill areasDemonstrated proficiency in MS Office Suite and Adobe software programsMental/Physical/Environmental Requirements:Indoor offices with controlled temperatures with limited exposure to noise, dust, chemicalsMobility within the officeMay sit for long periods of timeCrouching, kneeling standing, walking, pushing pulling and lifting occasionallyOperating a personal computer, telephone, voicemail and other office equipment on a regular basisMust be able to express and exchange ideas by means of the spoken word.Must have the ability to convey detailed information in a clear and concise manner through spoken wordMust demonstrate good problem-solving skillsFLSA StatusNon-ExemptHours:Full-time; 9:30 a.m.

6:00 p.m., Monday-Friday (1-hour lunch)Overtime and flexibility may be requiredADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.The requirements for this position include, but are not limited to those outlined above.

It is the employer’s discretion to add to or change the duties or requirements of this position at any time.