Executive Assistant

Description

Executive Assistant – Managing Director and COO

Reports To: Chief Operating Officer

Salary: $80,000 - $92,000

Status: Non-Exempt

Location: Seattle

About Us:

Williams Kastner is a premier multi-practice law firm in the Pacific Northwest with more than 60 attorneys in Washington and Oregon. We have been serving clients with high-quality legal services since 1929. As a firm we embrace diversity and inclusion, and support community programs and projects that foster equal opportunities for all individuals.

Position Overview:

We are seeking an Executive Assistant to provide high-level legal administrative support to our executive leaders (Managing Director, primarily, and Chief Operating Officer, secondarily). This individual will collaborate with other attorneys and staff, conduct research, prepare statistical reports, perform clerical duties, arrange conference calls, schedule meetings, assist with case structure organization, and perform other administrative tasks. This individual will be based out of our Seattle office. This position must observe the confidentiality of client and firm matters. The ideal candidate will have experience as a manager or a coordinator leading a team within an office setting. Professional development will be provided to ensure the individual in this position can learn and grow within the role.

What might set you apart for this position: ambitious, approachable, able to delegate, an active listener, a problem-solver, patient, and a team player.

Requirements

Responsibilities of the Seattle Office Manager and Events Coordinator:

This position generally involves recurring work situations with occasional variation from average to moderate complexity. The employee must perform all duties with minimal supervision.

Responsibilities for this position include, but are not limited to, the following:

• Manage and maintain executives’ schedules.
• Manage all incoming new matters and clients for the Managing Director and ensure legal assignments are provided to the team of attorneys. Must have a thorough understanding of the intake process.
• Prepare reports, memos, letters, and other documents, using word processing or spreadsheets.
• Prepare and submit a high volume of expenses for processing and reimbursement; maintain and report status periodically.
• Calendaring and scheduling of inter-office meetings, including individual teams, practice groups, and pre-trial conferences.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Prepare responses to correspondence containing routine inquiries.
• Provide backup legal or administrative assistance to the Practice Group team when necessary.

Qualifications of for the Seattle Office Manager and Events Coordinator:

• 3+ years’ experience working in a professional environment; law firm experience with a strong understanding of the litigation process, including e-filing, strongly preferred.
• Typing with a high-level of speed and accuracy.
• Advanced proficiency with MS Office products.
• Experience with automated systems in file management, accounting, and docketing software is preferred.
• Knowledge of executive administration, clerical procedures, legal assistant support, and office systems (MS Suite); managing files and records; and the ability to use office equipment such as copiers, scanners, and fax machines.
• Ability to remain poised and calm, be adaptable to different personalities and situations, have an unflappable demeanor, and work efficiently and professionally with others during times of pressure or when dealing with conflicting deadlines.
• Highly organized; accurate and precise with the ability to respond to time constraints. Ability to learn quickly, remain very detail-oriented, and be able to pivot on projects with ease.

Additional experience and educational preferences:

Any equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities to perform the job.

• College Degree or Certificate in Business Administration or equivalent experience preferred.

Salary Range and Benefits:

$80,000 - $92,000 – The salary range is dependent upon a variety of factors, which include but are not limited to the following: the candidate’s relevant experience, skill level, and demonstrated ability to perform all of the essential functions of the position as well as ability to perform functions which would arise from the needs of the position or as assigned and all of the qualifications listed in the job description. Benefits include: medical, dental, vision, life insurance, short & long term disability, 401K, paid time off, and

holiday pay.

Working Conditions:

Normal office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential responsibilities or requirements.

This position is capable of working partially remotely, based on the needs of the department. When in the office, candidate can anticipate a normal office environment with little exposure to excessive noise, dust, temperature, etc. Candidate must be able to remain in a stationary position 50% of the time; frequently operates a computer and other office machinery such as a calculator, copy machine, and computer printer; often works under deadlines; occasionally needs to move about the office to access file cabinets, machinery, etc. Ability to occasionally lift objects weighing up to 10 pounds. Travel outside the office may be necessary occasionally.

The above describes the general content and requirements for performing this job. It should not be construed as an exhaustive statement of essential responsibilities or requirements.

• Be Exceptional – Fiercely committed to high-quality work, productivity, and being elite players doing next-level work.
• Lighten Up – Kind, authentic humans with positive attitudes having fun and making each other look good.
• Own Your Stuff – 100% accountability for our behavior and impact on each other. Gracefully resolve static and conflict.
• Ever Forward – Never complacent, always learning and improving. Stay humble, innovative, and adaptable.
• Blood Type: Grit – Resilient and scrappy, impossible to discourage, unafraid to dream big and shoot for the moon.