Executive Assistant

Executive Assistant
Cleveland, OH
85,000-105,000

The Executive Assistant provides comprehensive administrative and operational support to the Co-Managing Directors. The role requires construction knowledge and a thorough understanding of the Firm’s business structure and the relationships within the company and the law firm partnership.  The ideal candidate will proactively anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality. Strong communication and logistics management skills are essential, along with the ability to prioritize and delegate effectively in a fast-paced environment.

Executive Assistant Responsibilities

• Provide comprehensive administrative support as directed.
• Draft correspondence, memoranda, proposals and other documents as requested by the team members; proofread documents prepared by the team members; prepare redlines of documents; and prepare and compile documents for meetings and presentations.
• Assist with preparing client invoices in the Aderant billing system and processing invoices to clients; coordinate with the Finance Department on billing, accounting, and accounts receivable.
• Facilitate payment of subconsultant and vendor invoices.
• Open new client/matters in the business intake system; initiate conflict searches and follow up on conflict results.
• Schedule and coordinate in-office meetings, virtual meetings, facilitations and phone conferences.
• Coordinate travel arrangements and process business travel expenses in the Aderant system.
• Enter team members’ time charges in the Aderant timekeeping system.
• Respond to requests for certificates of insurance.
• Set up and maintain electronic files, and paper files as required.
• Respond to requests for information and written materials from Construction Group Attorneys and the team.
• Perform additional tasks and responsibilities as assigned.

Executive Assistant Requirements

• High school diploma or equivalent required.

• Bachelor’s degree preferred but not required.
• Five + years of administrative experience within the construction industry
• Proficient in software and terminology relevant to construction.
• MS Office application – Excel, Word, Windows, PowerPoint, Outlook, etc.
• Knowledge of industry software, such as Bluebeam.
• Ability to work independently and handle tasks under pressure.
• Ability to meet deadlines and adhere to time constraints.
• Ability to organize and prioritize numerous tasks.
• Possess interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, lawyers, and team members.
• Ability to adjust work schedule, if required.
• Knowledge of drafting and typing correspondence, memoranda, and other documents.
• The ability to screen telephone calls in a professional manner; the ability to effectively record and communicate messages.
• The ability to be a team player and effectively work closely with administrative support staff (word processing, receptionists, Office Services, accounting and billing, etc.).
• The position may require the ability to adapt to new technologies and/or add new job duties as directed.
• Excellent customer service skills and telephone etiquette are mandatory.