Job description

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. We have an immediate opening in our St. Louis office for a Executive Support Team Specialist (Executive Assistant).
Members of the Executive Support Team (EST) provide executive-level administrative support to our Executive Leadership, members of the EST and initiatives across the firm by performing a wide variety of complex clerical functions. This position requires the highest level of confidentiality as well as the ability to coordinate multiple priorities simultaneously. Must be able to communicate effectively, courteously and professionally with clients, visitors, staff, and timekeepers. Demonstrate good grammar, spelling, proofing and organizational skills. Essential functions include:

• Manage day-to-day calendar commitments including being responsible for scheduling and coordinating appointment/meetings including Outlook calendaring, EMS maintenance, etc.; arranges complex, multi-location meetings which require videoconference and web-based participation; includes occasional dictation of meetings.
• Responsible for the coordination of travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc.; utilizes Firm’s Lawyer’s Travel portal; coordinates vendor travel when necessary.
• When appropriate, screen and answer incoming internal and external questions/calls in lieu of sending them to the Chair.
• Ability to understand and disseminate confidential information.
• Coordinate and disseminate confidential information with discretion.
• Opens, sorts, and distributes mail addressed to designated Executives(s) or Chair.
• Provide high-level information and document management.
• Consistent availability and ability to serve as a central contact to people inside and outside the Firm.
• Responsible for coordinating/administering special projects at the direction of the designated Executive(s) or Chair.
• Manage the day-to-day operations of the offices of the Executive(s), Directors, and/or Chair.
• Serve as central contacts for the Executive(s), Directors, and/or Chair to internal and external contacts.
• Effectively interfaces with executive leadership and internal and external customers at all levels.
• Effectively interfaces and coordinates duties and projects with Executive Project Managers.
• Contributes to various Firmwide executive leadership initiatives under the direction of the Executive Project Managers.
• Monitor and track budgets; review and approve budget expense requests.
• Under the direction of Executive Project Managers, coordinates purchasing, expense and/or workflow invoice procedures in Chrome River; works closely with Accounting department to ensure accurate and timely submittals and record-keeping, including processing monthly corporate credit card statements.
• Draft and edit confidential correspondence, reports, meeting agendas and materials.
• Assists with creating, editing, proofreading, maintaining and /or revising documents as needed, including but not limited to Excel, Word, Adobe and Power Point.
• Works collaboratively within the team and adapts to ever-changing business demands and priorities and embraces new requests as learning opportunities. Considers different points of view and collaborates to form action plans for completing projects.
• Proactively demonstrates effective teamwork and communication with team members and all Firm personnel. Actively participates in regular team meetings to discuss current projects and workflow. Takes responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness.
• Copes successfully with office demands, remaining calm under pressure.
• Operate office equipment including PCs, printers, phones, copiers, facsimiles and typewriters.
• Scan, print, and copy documents.
• Other duties as assigned.

PHYSICAL REQUIREMENTS

• The physical activity of this position:
• Reaching. Extending hand(s) and arm(s) in any direction.
• Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping. Applying pressure to an object with the fingers and palm.
• Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive Motion. Substantial movements (motions) of the wrists, hands, and/or fingers.

• The physical requirements of this position:
• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

• The visual acuity requirements including color, depth perception, and field vision:
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

• The conditions the worker will be subject to in this position:
• The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

CORE REQUIREMENTS

• Ability to deliver superior service to all internal and external customers and communicate effectively.
• Ability to interact in a professional and courteous manner with clients and employees at all times; professional appearance required.
• Ability to successfully perform position requirements with excellent organizational, time-management and prioritization skills required.
• Ability to work collaboratively within a team; ability and willingness to adapt to changing business demands.
• Ability to produce acceptable amount of work efficiently and accurately; ability to produce quality final work product.
• High level of professional integrity required; ability to maintain confidentiality and build trust.

POSITION REQUIREMENTS

• Bachelor’s degree required.
• 5+ years’ relevant experience providing comprehensive support to organizational leadership, preferably in a legal firm environment.
• Advanced proficiency in Microsoft Office applications, Outlook, NetDocs, Microsoft Teams, and EMS.
• Ability to handle confidential information of highest level.
• Minimum typing speed of 60 wpm; previous transcription experience preferred.
• Ability to manage multiple priorities and time-sensitive assignments, and resilient to frequent pivoting.
• Ability to work under pressure in a fast-paced environment.
• Experience with travel arrangements and scheduling in MS Outlook.
• Ability to work well under the pressures of tight deadlines with minimal oversight.
• Exceptional organizational skills.
• Excellent written, oral, and interpersonal communication skills, including attention to spelling and grammar.
• Proactive and results driven.
• Positive, motivated, supportive and approachable.

Please include a cover letter and resume when applying.
EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

#LI-Hybrid
#LI-TH1

Job Type: Full-time

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