Executive Assistant - Healthcare

Responsibilities:

• Coordinate complex scheduling, including international reservations and maintain precise attorney calendars.
• Manage calls, meetings, and reminders for the team, clients, and opposing parties.

• Forwarding of finalized contracts/agreements for execution
• Handling of incoming mail and faxes
• Mailing of various correspondence
• Client matter management – NetDocs search and save for various documents, agreements, and correspondence
• Email database management – search/save/file various documents, agreements, and correspondence from various email accounts
• Prepare attorney(s) for scheduled calls/meetings
• Preparation, forwarding and handling of retainer agreements
• Conduct conflict searches
• Opening of new matters, including litigation matters
• Follow-up with in-house attorneys on various matters for updates and/or assignments
• Handling of comparison/redline requests
• Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
• Daily communication with numerous clients
• Maintenance of various reports
• Prepare general correspondence (ex. letters of representation, etc.)

• Enter attorneys’ time into billing system
• Back-up to other team members

Qualifications:

• A minimum of 3 years of Executive Legal Assistant experience at a law firm
• Proficiency in Microsoft Office Suite, primarily Word, Excel, Kofax (Adobe), DocuSign and Zoom

• Knowledge of digital dictation
• Highly organized, able to multi-task and prioritize tasks in a demanding, fast-paced environment and complete tasks in a timely manner with great efficiency and accuracy
• Self-motivated team player who is able to work as part of a team but also takes the initiative to work independently
• Exceptional problem-solving skills, and comfortability working in a dynamic workplace
• Ability to compose, edit and proofread legal documents, correspondence, and reports
• Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.
• Polished, professional and ability to communicate clearly, calmly, and concisely
• Proficient in composing, editing, and proofreading legal documents.
• Possesses a polished, professional demeanor with clear communication skills.