Pro Bono Executive Assistant

The Pro Bono Executive Assistant will maintain a working knowledge of the Pro Bono Department in order to support operations and administration of the Department, the pro bono committees, and provide day-to-day support of the firmwide program.

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At a glance

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Essential Functions

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

Resource Hub

• Serve as a resource for pro bono related requests from firm departments, practice groups, lawyers, business professionals, and the PC Foundation; facilitate communications between the Pro Bono Department and all internal stakeholders, as well as external legal service providers and other entities; respond to or direct responses to external requests for information about the firm’s pro bono program and to inquiries from the public seeking pro bono assistance.
• Provide guidance to firm lawyers and business professionals opening and closing matters, and help the Pro Bono Team to coordinate staffing of matters.
• Assist in the audit request/survey process: review information and coordinate responses to audit requests about in-kind donations to nonprofit organizations and to external surveys. Ensure accurate response to various requests for information from legal service providers, organizations, and legal publications. Draft some content for pro bono surveys.
• Help compile information regarding pro bono opportunities and training, and work with lawyers and business professionals to find opportunities matching their interests and availability; maintain pro bono database with current information.

Matter Management

• With the Pro Bono Team, communicate with lawyers for case updates and help track status to ensure proper case management.
• With the Pro Bono Team, monitor client/matter budgets for each matter with 100 or more pro bono hours; communicate with lawyers for matter budget updates to ensure budgets are being managed properly.
• Assist Senior Pro Bono Counsel with review of monthly proformas and execute necessary follow-up tasks; work with the Finance Department to ensure regular distribution of proformas across the firm.
• Assist the Pro Bono Team to ensure the full transition of all pro bono matters when lawyers depart the firm.

Systems and Information

• Analyze and pursue upgrades in department procedures to create efficiency and eliminate waste.
• Oversee the pro bono financial dashboard including training new users, granting access, and working with programmers to ensure updates and maintenance for accuracy of statistics.
• Oversee the pro bono database including the onboarding and accuracy of all data, building reports, onboarding new users, and continuing to liaise with Pro Bono Net on adjustments and needs.
• Compile statistical pro bono updates to firm stakeholders including practice group chairs, office managing partners, firmwide Pro Bono Committee members, and other firm leaders. Work with Senior Pro Bono Counsel to create statistical and substantive reports on a monthly and quarterly basis, including written reports to Management and Executive Committees.  Also needed for office meetings, practice group retreats, and check-in meetings with practice group chairs.
• Assist Pro Bono Manager with entering corporate client events into Salesforce and tracking invites and attendance at events; may include some substantive participation in such events. Help the Pro Bono Team respond to marketing/client requests for RFPs and other requests for information.

Events and Training

• Attend and participate in legal training to deepen the department’s working knowledge of pro bono opportunities; plan and coordinate with legal service providers to host CLEs and training at the firm.
• Coordinate and/or support local pro bono office subcommittees in planning events across offices.
• Work with the Pro Bono Team to design and build firmwide presentations and department training materials.
• Communications
• Project manage the production of the Pro Bono Report, published one or two times per year.
• Draft and update internal publications about pro bono opportunities and pro bono programs, and work with Pro Bono Team and Marketing on the same. Maintain the Pro Bono Department Connections page.
• Oversee the firmwide Pro Bono Leadership Award process, including helping to solicit nominations, providing information to the Pro Bono Committee to determine award recipients, and coordinating certificates, swag, and recognition events.
• Coordinate external award submission process in tandem with the Marketing Department.

Communications

• Project manage the production of the Pro Bono Report, published one or two times per year.
• Draft and update internal publications about pro bono opportunities and pro bono programs, and work with the Pro Bono Team and Marketing on same. Maintain the Pro Bono Department Connections page.
• Oversee the firmwide Pro Bono Leadership Award process, including helping to solicit nominations, providing information to the Pro Bono Committee to determine award recipients, and coordinating certificates, swag, and recognition events.
• Coordinate external award submission process in tandem with the Marketing Department.

Administrative Support

• Efficiently manage the Senior Pro Bono Counsel’s and Pro Bono Immigration Attorney’s calendars, expense reports, and travel and meeting schedules (including remote meetings). Assist with the Pro Bono Manager’s expense reports and travel, as needed.
• Assist Pro Bono Team with preparation for meetings and presentations, ensuring all relevant documents/materials are prepared and provided. Coordinate meetings including invitations, attendance tracking, agenda preparation, and materials coordination.
• Support general requests for assistance and information from the Pro Bono Team, lawyers, and members of firm management. Serve as a resource for pro bono document requests and answers to questions from various departments, and facilitate communications between the Pro Bono department, firm lawyers, business professionals, and, to the extent needed, external legal service providers.
• Support and help manage the administrative Pro Bono program budget.

Specific Skills Required

• This role requires proven, strong administrative support skills which include communication, organizational, and prioritization skills.
• Ability to maintain confidentiality of records and information.
• Demonstrated proficiency with MS Office suite, especially with Word, Excel, Outlook, PowerPoint, and Adobe. Strong general technology skills and the proven ability to learn new concepts and applications quickly.
• Proven ability to work well under pressure and meet tight deadlines. Ability to exercise judgment and work independently.
• Excellent interpersonal skills, which are essential to this position in dealing with both internal and external colleagues and personnel. Must be a team player, have a positive attitude, and strong work ethic.
• Working knowledge of legal services systems and programs.
• The ability to coordinate complex travel and meeting arrangements through direct sources as well as the firm’s travel department.
• Implement strong routine follow-up on assigned tasks, and demonstrate independent judgment, when necessary, to help keep critical firm processes on track.
• Outstanding verbal and written communication skills, as well as excellent grammar, proofreading abilities, and strong attention to detail.

Specific Skills Preferred

• Functional knowledge of basic legal terminology beneficial.
• Experience with Salesforce.
• Experience with Pro Bono Manager or similar pro bono database systems.

Education and Experience

• Bachelor’s degree and 4 years of related experience as an administrative assistant, legal secretary, paralegal assistant, program coordinator, or similar role, or equivalent combination of education and experience is required.
• Large law firm or legal department experience is strongly preferred. 

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