Executive Assistant

Nardello•New York, NY

3d•$95,000 - $110,000

About The Position

The purpose of the position is to provide administrative support to multiple senior Managing Directors. The employee will report to the Global Director of Operations. The firm seeks an ethical, discreet, and highly organized individual who can work efficiently and with an appropriate sense of urgency to support the day-to-day operations of the firm and its senior managers. The ideal candidate will excel in managing priorities, maintaining confidentiality, generating professional-level written work product and correspondence, and supporting business development in a fast-paced environment.

Requirements

Minimum 7 years of client-facing executive support experience in a professional services environment, working for a global firm
Exceptional organizational and project management skills, with strong attention to detail
Excellent written and verbal communication skills
Demonstrated ability to anticipate and solve problems
Ability to work independently and collaborate with domestic and international teams
Ability to manage multiple priorities simultaneously
Proficiency in MS office required

Nice To Haves

Experience as a legal secretary performing paralegal functions, or paralegal performing administrative assistant functions highly preferred
Proficiency in Salesforce, a plus
Bachelor’s degree a plus

Responsibilities

Manage calendars and contacts
Answer phones, route calls, and take messages
Monitor project status and compile monthly updates for senior leadership
Book domestic and international travel
Process billable time entries
Create and process expense reports
Create and format documents in Word, Excel, PowerPoint, and Acrobat
Complete conflict and sanctions checks
Collect and organize documents in a form suitable for use with clients, judges, and/or opposing counsel
Maintain accurate contact lists in Salesforce and support client intake, and conflict and sanctions checks
Create and manage records in Salesforce, including those relating to proposals, engagement letters, and opportunities; track matters and provide status updates
Draft engagement letters and track their execution
Support case management tasks for the team, including those relating budgets, staffing, and work in progress; track deadlines
Prepare weekly reports of active matters, utilization levels, and accounts receivable
Collaborate with Finance and Business Development & Marketing personnel to prepare periodic reports; to plan, budget, and execute client events; and to complete client gifting and acknowledgement activities