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Legal Executive Assistant

Phoenix, AZ · Administrative

Naviga Recruiting & Executive Search is proud to partner with a leading global business law firm to find a collaborative, results-oriented Legal Executive Assistant to join their team. This prestigious law firm, headquartered in Chicago, IL, and London, England, is known for its multi-billion-dollar operations, employing over 3,600 lawyers worldwide. The firm fosters a culture of collaboration, high standards, and professional growth. This is a unique opportunity to work in a fast-paced environment that values problem-solving and innovation while supporting some of the top professionals in the legal industry.

Title: Legal Executive Assistant
Location: Phoenix, AZ (Hybrid)


Key Notes

  • Support a renowned, multi-billion-dollar global law firm with a reputation for excellence
  • Work closely with high-level partners and clients, managing critical operations
  • Join a culture of collaboration and high performance, fostering professional growth
  • Hybrid work flexibility available after onboarding
  • Competitive compensation and comprehensive benefits package
Responsibilities:
  • Administrative Support & Coordination
    • Manages and maintains attorney Outlook calendars, resolves scheduling conflicts, and coordinates complex travel itineraries.
    • Prepares agendas, reports, and presentations; composes correspondence (sometimes confidential).
    • Plans and coordinates department or practice group meetings, including logistics and engaging appropriate parties.
    • Maintains paper and electronic filing systems, ensuring compliance with Information Governance policies.
    • Develops and maintains professional relationships and ensures teams work together efficiently.
    • Provides proactive communication to attorneys regarding upcoming commitments, preparing materials in advance.
    • Collaborates with peers for team support and coverage.
    • Performs general administrative tasks in support of the partner's practice.
  • Delegation & Project Management
    • Delegates administrative and document work to other Legal Support Services team members (Legal Support Assistants and Legal Administrative Assistants) and firm resources.
    • Maintains responsibility for and tracks all delegated activities/tasks/projects to successful completion.
    • Works proactively to complete critical deliverables, including drafting letters, preparing reports, and other tasks that facilitate practice building.
  • Client & Financial Management
    • Handles extensive direct interaction with clients and outside business contacts.
    • Oversees billing matters (prebilling tasks, approval forms, international billing, liaison with biller/collections team).
    • Monitors client budgets for reporting purposes.
    • Performs work that substantively and positively impacts the partner's financial viability with client matters.
  • Confidentiality & Judgment
    • Exercises discretion and professional judgment with confidential and sensitive matters.
    • ​​​​​​​Meeting Participation & Preparation
    • ​​​​​​​Participates in practice group and client team meetings as appropriate.
    • ​​​​​​​Reviews meeting materials for accuracy and completeness and distributes to attendees.
Requirements:
  • A minimum of 5 years of professional executive administrative experience, ideally supporting partners or executives in a legal or corporate environment
  • Advanced proficiency in Microsoft Excel, Word, and PowerPoint, Aderant and Intapp 
  • Excellent communication and interpersonal skills, with the ability to interact with lawyers, clients, and business professionals
  • Exceptional organizational and time management skills to handle multiple priorities effectively
  • A strong work ethic, flexibility, and a positive, dependable attitude
  • Proven ability to maintain confidentiality and exercise professional judgmen
  • Understanding of Arizona state court rules to execute state and federal court filings.
Education: 
  • Required: High School Diploma or GED
  • Preferred: Bachelor’s Degree
Benefits:
  • Medical, Dental and Vision Insurance 
  • Health savings account (HSA)
  • Flexible spending account (FSA)
  • Commuter spending account
  • Basic life and accidental death & dismemberment insurance (AD&D)
  • Short Term and Long Term Disability coverage
  • Guide+Thrive (EAP)
  • Critical illness insurance
  • 401(k) and Profit sharing plan
  • PTO and Holiday 
  • Plus much more!

 

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