Executive Assistant to Managing Shareholder
About The Position
ZwillGen is seeking a highly organized, proactive and tech-savvy Executive Assistant who will function as a business operations partner, helping to drive execution of firm priorities and supporting strategic initiatives, in addition to providing comprehensive administrative and operational support to its Managing Shareholder and other attorneys. This role requires sound judgment, discretion, strong attention to detail, and the ability to anticipate needs in a fast-paced legal environment. The ideal candidate is a polished professional with excellent communication skills, a high degree of reliability, strong problem-solving ability, and a demonstrated success managing multiple priorities while maintaining confidentiality. They should be comfortable adopting and leveraging AI and other digital tools to improve productivity, organize information, and support the firm’s business and operational goals. This position also offers the opportunity to contribute to special projects and firm initiatives as needed.
Requirements
- Bachelor’s degree required
- Minimum of 5+ years of experience in an executive assistant, senior administrative role, or 1-3 year in a Chief of Staff role, preferably within a professional services environment
- Demonstrated ability to handle confidential information with discretion
- Strong organizational skills with exceptional attention to detail
- Excellent written and verbal communication skills
- Ability to work standard business hours, with flexibility for occasional overtime as needed
- Ability to work collaboratively across teams and interact effectively with attorneys, clients, and staff
Nice To Haves
- Experience working in a Mac-based environment preferred
Responsibilities
- Partner with the Managing Shareholder to track and advance strategic initiatives, including monitoring timelines, deliverables, and stakeholder follow-ups
- Independently manage special projects assigned by the Managing Shareholder, including coordinating across departments and ensuring timely execution
- Prepare briefing materials, summaries, and talking points for internal leadership meetings and external engagements
- Anticipate needs and proactively prepare the Managing Shareholder for high-level discussions
- Gather and synthesize information to support business decisions and firm operations
- Manage the Managing Shareholder’s complex calendar, including scheduling internal and external meetings, prioritizing competing demands, and ensuring efficient time management
- Coordinate travel arrangements, expense reporting, and logistics for meetings, conferences, and client engagements
- Prepare and edit correspondence, presentations, and other materials on behalf of the Managing Shareholder
- Maintain strict confidentiality with respect to sensitive firm and client information
- Manage attorney time entry and assist with billing-related administrative tasks
- Draft, format, edit, and proofread legal and business documents with a high degree of accuracy
- Support client engagement efforts, including coordination of meetings
- Coordinate meeting logistics, including materials preparation and vendor coordination
- Conduct online research and assist with short- and long-term special projects
Benefits
- Medical, dental, and vision insurance
- 401(k) retirement plan
- Paid time off and parental leave
- Short-term and long-term disability coverage
- Group and Voluntary Life Insurance
- Tax-advantaged commuter benefits
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What This Job Offers
Job Type
Full-time
Career Level
Senior
