Job Description

Hello Everyone!! We are hiring for Executive Assistant to Founder and Managing Partner for LAW Firm Interested candidates can also share their resume at swati@solvecube.com Location : Chennai Work from office Qualifications Education : Bachelor's/ Masters degree in Business Administration preferred, and / or equivalent work experience of minimum 5 years Graduate / Post Graduate study in Secretarial Practice Key Responsibilities Executive Support : Manage and prioritize the Managing Partners schedule, including meetings, calls, and travel arrangements. Anticipate and prepare materials for meetings, including agendas and reports. Coordinate and arrange complex travel itineraries, ensuring all logistics are handled seamlessly. Prepare, edit, and proofread correspondence and reports as needed. Act as the first point of contact for the Managing Partner, screening calls, emails, and inquiries. Communication & Coordination : Maintain effective communication between the Managing Partner and clients, internal team and external partners. Organize and coordinate internal and external meetings, including logistics and documentation. Handle confidential and sensitive information with integrity and professionalism. Project Management : Oversee the execution of special projects as delegated by the Managing Partner, ensuring deadlines are met. Help manage the calendar of key legal projects and client deliverables. Track and follow up on outstanding tasks, ensuring timely completion. Client & Office Support : Maintain and update client and legal team databases, ensuring accuracy and confidentiality. Coordinate client events, conferences, and other special engagements. An Executive Assistant to the Managing Partner of a law firm is expected to possess a diverse skill set to manage both administrative and strategic tasks. Heres a breakdown of key competencies for this role: 1. Organizational Skills Calendar Management : Managing a busy schedule, coordinating meetings, and ensuring deadlines are met. File Management : Organizing and maintaining correspondence and documents in a systematic and easily accessible manner. Task Prioritization : Ability to juggle multiple tasks, prioritize urgent matters, and manage time effectively. 2. Communication Skills Written Communication : Drafting and proofreading emails, memos, and correspondence with clarity and professionalism. Verbal Communication : Interfacing with clients, partners, and team members, articulating messages clearly and maintaining professionalism at all times. Confidentiality : Handling sensitive and confidential information with discretion. 3. Legal Knowledge and Acumen ( Not a main criteria but good to have knowledge) Basic Legal Terminology : Familiarity with legal language and processes to support the Managing Partner and legal team effectively. Understanding of Law Firm Operations : Knowledge of the law firm's structure, practice areas, billing systems, and procedures. 4. Project Management Coordination : Managing various projects or tasks for the Managing Partner, tracking progress, and ensuring deadlines are met. 5. Problem Solving & Decision Making Anticipating Needs : Proactively identifying potential challenges or requirements for the Managing Partner. Decision Support : Helping to assess situations, gather necessary information, and support in making informed decisions. Attention to Detail : Identifying issues before they arise and ensuring all aspects of a task are managed thoroughly. 6. Client Relations and Customer Service Relationship Management : Maintaining strong relationships with clients, colleagues, and external partners. Service Orientation : Ensuring high levels of service quality, anticipating the needs of the Managing Partner and clients. 7. Confidentiality and Ethical Standards Handling Sensitive Information : Due to the nature of the legal industry, the role demands a high degree of trust and ethical behavior. 8. Leadership and Initiative Team Collaboration : Working effectively with legal staff, associates, and other administrative personnel in support of the Managing Partner’s needs. Autonomous Work : Demonstrating initiative by taking charge of tasks, managing workflows, and resolving issues with minimal supervision. Leadership in Crisis : The ability to manage high-pressure situations, such as urgent deadlines or crises, while maintaining composure. 9. Discretion & Diplomacy Maintaining Professional Boundaries : Effectively balancing personal and professional boundaries, particularly in a high-stakes legal environment. 10. Flexibility and Adaptability Working under Pressure : Being adaptable and effective in a fast-paced, often changing environment. Adjusting to Changes : Handling changes in priorities or tasks based on the needs of the Managing Partner or the firm.