Executive Assistant

About F3 Law At F3 Law, we believe that a culture of inclusion and belonging, one of embracing and respecting each other’s differences, strengthens our ability to serve our clients and communities. We are committed to fostering a workplace where individuals of all backgrounds feel valued and appreciated. By bringing together different perspectives and lived experiences, we create better solutions and a more dynamic, thoughtful, and effective team.

F3 Law provides essential legal support to schools, colleges and other public entities, helping them navigate complex legal issues to fulfill their mission of serving students and communities.

Summary Under the direction of the Firm attorneys, including the Office Managing Partner (OMP), the Executive Assistant is supervised by the Office Manager (OM). This role performs various secretarial duties for attorneys and/or leadership. Requires knowledge of Firm policies, procedures, formats, and specialized terminology. Maintains a working knowledge of the attorney’s area(s) of practice.

Responsibilities

• Provides high-level administrative support and assistance to Partners and / or other assigned leadership staff.
• Drafts, edits, and finalizes legal correspondence and memoranda; proofreads and redlines documents to ensure accuracy of grammar, punctuation, and syntax.
• Develops and maintains databases; creates records, files, and maintains databases; screens and routes incoming calls, mail/inquiries as appropriate; tracks deadlines and deliverables; processes and maintains highly sensitive and confidential information appropriately; maintains calendars, schedules, meetings, and appointments for a number of attorneys, etc.
• Organizes and coordinates meetings.
• Arranges travel arrangements, tracks expenses, and processes expense reports, including advances and payment requests; assists with logistics associated with travel.
• May assist attorneys with invoice processing.
• Assists other secretaries or administrative staff in filing, photocopying, or reception relief as requested by the Office Manager or Attorneys.
• Applies knowledge in using office equipment (e.g., copiers, fax machines, overhead projectors, personal computers, etc.) and relevant software (e.g., DMS, Microsoft Office, Macros, etc.) to accomplish tasks.
• Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• 3+ years of on-the-job relevant experience.
• Proficient in English grammar usage, spelling, punctuation, syntax, and legal terminology.
• Proficient in skillfully operating computer software applications, including office equipment (e.g., copiers, fax machines, overhead projectors, personal computers, etc.) and relevant software (e.g., iManage, Juralaw, Microsoft Office, Macros, Coyote, Case Management, etc.)
• Excellent verbal and written communication skills with superior attention to detail and accuracy and the ability to organize and express ideas clearly. Active listening skills are required.
• Extremely proficient in organizing, planning, and prioritizing work; critical thinking, coordination, and time management skills are essential.
• Demonstrated ability to use diplomacy and discretion when appropriate, analytical, critical thinking, and problem-solving skills with a results orientation.
• Exceptional interpersonal skills with a demonstrated ability to collaborate across teams and with clients.

Benefits & Perks

• Benefits: F3 Law offers a supportive and intellectually engaging work environment, reasonable work hours, collaborative team support, comprehensive health insurance and other benefits, 401(k) plan with match and profit-sharing contributions.

F3 Law is an equal employment opportunity employer and does not discriminate against applicants or employees because of race, color, religion, national origin, sex, age, citizenship status, various ability status, genetic information, sexual orientation, or gender identity or expression of an otherwise qualified individual, or membership in any other class protected by applicable law. F3 Law hires and promotes individuals based on their qualifications for the job to be filled. F3 Law seeks to build a culturally diverse staff where differences are valued and respected. Women, minorities, individuals with various abilities, veterans, LGBTQ+ and intersectional individuals are encouraged to apply.