Executive Assistant

National law firm, Michael Best & Friedrich LLP, is seeking a proactive and highly organized administrative support professional to join our Milwaukee or Waukesha, Wisconsin office. The Executive Assistant will provide onsite administrative support to the Healthcare Subgroup Co-Chairs, which encompasses both legal and consulting services.

What You’ll Be Doing

• Manage an active calendar of appointments, schedule meetings, video calls, and book travel arrangements. Scheduling with internal and external parties to support business development activity is a significant portion of this role.
• Through excellent verbal and written communication, keep the Co-Chairs well informed and up to date on upcoming commitments and due dates. Provide support and materials in advance where appropriate
• Function as a concierge responding to inquiries from internal partners, prospects and current clients in a timely and professional manner, as well as assisting with touchpoints and follow-up as requested
• Compose and prepare correspondence, which may be confidential at times
• Assist Co-Chairs with coordination of new prospects including but not limited to updating/maintaining the company’s CRM, conflict checks, proposal coordination with internal proposal team, communication with clients, in putting information into the Firm's new business intake system and preparing engagement letters to clients and coordinating with the billing team to generate the initial invoice for consulting matters.
• Transcribe, type, edit, proofread, and finalize meeting presentations, meeting agendas, documents, correspondence, memos, charts, billings and reports
• Maintain and organize mainly electronic files, as well as hard copy files where necessary.
• Prepare and submit personal and client-related expense reports and reimbursements into the Firm’s expense management software
• Enter time into time management software on behalf of the Co-Chairs as requested
• Track and file continuing legal education credit for assigned legal staff
• Provide assistance as needed for civic, charitable, community, and professional activities

Job Requirements:

Minimum Requirements:

• High School Diploma or equivalent required; Certificate or Undergraduate Degree strongly preferred.
• 4 years of experience working in a professional services office environment.
• Professional demeanor, poise, and proven ability to build and maintain professional relationships.
• Exceptional communication skills via phone, email and in-person.
• Ability to prioritize competing deadlines.
• Strong organizational skills, focused attention on detail, sound judgment, and ability to function and produce results in a fast-paced environment.
• Ability and willingness to work in the office four to five days per week.
• Valid authorization to work in the U.S.

Technology Requirements:

• Proven technological savvy and willingness to learn new applications and software.
• Advanced proficiency in Microsoft Office applications including Word, Outlook, Power Point, and Excel.
• Experience in the following software a plus:
  • iManage, OneDrive or similar electronic document management system
  • SmartSheet
  • DocuSign or similar e-signature program
  • iTimekeep or similar electronic time management system
  • Chrome River or similar expense report and reimbursement software
  • LinkedIn

Adaptability:

• Ability to learn and embrace new skills and best practices as the position and Firm evolves
• Ability to work quickly and accurately under pressure and varying deadlines
• Ability to work well independently as well as effectively within a team
• Ability to multi-task, set priorities, manage time effectively and exhibit excellent follow-up

Collaboration:

• Team player mentality, with a desire to be a part of a collaborative, high-performing group
• Ability to develop relationships and foster teamwork at all levels of the Firm
• Willingness and ability to work proactively in our Team Environment, across various groups and/or locations

Communication

• Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff
• Excellent oral and written communication skills

Problem Solving Skills

• Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions
• Agility to respond to unexpected challenges, including proactively developing innovative solutions to complex problems

Professionalism:

• Ability to maintain composure and demonstrate good judgment
• Ability to manage confidential information and sensitive situations with tact and discretion

Other:

• Valid authorization to work in the U.S.

The Company
This is an opportunity to work with the Best. We are Michael Best & Friedrich, LLP. We are a full-service law firm with more than 350 lawyers and technical professionals who work in collaborative, interdisciplinary practices to serve clients around the world.

We work with companies in all kinds of industries, as well as trade associations, nonprofits, educational institutions, governments, family trusts, and high-net-worth individuals. Since our firm’s founding in 1848, we’ve continuously evolved to meet our clients’ changing needs and expectations. One thing remains the same: For generations, clients have relied on Michael Best for exceptional legal service and business acumen.

The Location

We have offices in Wisconsin (Milwaukee, Madison, Green Bay, Waukesha); Illinois (Chicago); Utah (Salt Lake City); Colorado (Denver); Texas (Austin); North Carolina (Charlotte, Durham, Raleigh, Wilmington); California (Los Angeles); Nebraska (Lincoln) and Washington DC. Our contemporary office spaces are ideal for concentration and collaboration; supporting our culture of working together to make great things happen for our Clients. This position can be located in our Milwaukee or Waukesha, WI office.

Why You Should Apply

At Michael Best, we are proud to offer a comprehensive and competitive Total Rewards package that provides a variety of resources designed to enhance its employees’ overall well-being, both at work and at home. Competitive base pay, outstanding benefits, opportunities for learning and growth, programs designed to help you plan for the future, and perks that inspire your downtime are all part of our total compensation package.

To be considered for this position, please submit an application via our online portal.

Michael Best & Friedrich LLP and Michael Best Strategies LLC (collectively known as "Michael Best") are steadfastly committed to providing equal employment opportunity and maintaining a workplace for employees and applicants for employment that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact our Recruiting team at 414.225.4999 or careers@michaelbest.com to let us know the nature of your request and your contact information.