Executive Assistant - Cross Practices (NY)

Fenwick & West•New York, NY

4d•Hybrid

About The Position

Fenwick is seeking an Executive Assistant in the New York office to support partners across multiple practices. The Firm’s Executive Assistant (EA) provides high-impact, proactive support to partners and other senior leaders. This role is equal parts strategic and tactical: anticipating needs, protecting time, driving follow-through, and keeping priorities moving across client work, practice operations, and business development. The EA is a trusted partner who exercises excellent judgment, handles sensitive information with discretion, and enables leaders to focus on serving clients and growing their practices. This position is hybrid and requires three days on-site in our New York office, with additional in-office days as needed for business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Requirements

Executive presence and discretion with highly sensitive/confidential matters.
Strong prioritization and calendar strategy in a fast-paced, high-volume environment.
Proactive problem-solver with excellent judgment and a bias for action.
Clear, polished written and verbal communication across all levels.
Organized, detail-oriented, and dependable; consistently meets deadlines.
Comfortable owning projects end-to-end and influencing without authority.
Continuous improvement mindset; adapts quickly to changing priorities and new tools.
High integrity, accountability, and team-first approach.
5+ years of experience supporting executive-level leaders (e.g., Partner, C-suite, VP/SVP), preferably in a professional services or legal environment.
Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Copilot), and document tools (e.g., Adobe Acrobat) required.

Nice To Haves

Experience with CRM platforms (e.g., Salesforce) and social platforms used for professional networking preferred.
Bachelor's degree or equivalent experience strongly preferred.

Responsibilities

Own complex, high-volume calendaring: prioritize requests, resolve conflicts, and align time to business priorities (client meetings, internal leadership, speaking engagements, events).
Keep leaders prepared and informed—daily/weekly prep, meeting materials, deadlines, and timely reminders with clear next steps.
Serve as a thoughtful gatekeeper: triage calls, emails, and in-person requests; use sound judgment to protect focus time and maintain responsiveness.
Draft, edit, and format polished correspondence and documents—often confidential—tailored to leader preferences and firm standards.
Manage documents and records: scan, e-file, organize, and maintain accurate electronic (and occasional paper) files in line with confidentiality and security policies.
Coordinate business travel end-to-end: itineraries, agendas, preferences and loyalty programs, and cost compliance with firm/client guidelines.
Drive execution on projects and special assignments: clarify objectives, manage stakeholders, track progress, and deliver on deadlines with minimal supervision.
Continuously improve how work gets done—introduce smarter workflows, tools, and templates; share best practices to strengthen team efficiency.
Provide flexible back-up support across the team and represent the Firm and leadership with professionalism at all times.
Comfortable working alongside AI tools and a curiosity to continuously learn and adopt new ways of working as technology evolves.
Perform other related duties and special projects, as assigned.
Client Billing Review and revise monthly bills for accuracy, consistency, and client-specific requirements (rates, caps, formats, and engagement terms); support timely finalization.
Prepare and respond to client requests for month-end estimates, as needed.
Partner with billing/finance to monitor A/R and collections, flag risks, and help resolve issues.
For certain leaders, independently execute billing tasks in Aderant, as authorized.
Track and coordinate select financial transactions (e.g., deal wires and occasional handling of client investment checks) in alignment with firm controls.
Business Development & Client Relationships Support business development by keeping key contacts organized and outreach on track; update CRM and ensure follow-ups happen.
Coordinate pitch and proposal preparation with Marketing/Finance (background research, materials, budgets, conflicts checks, and meeting logistics).
Maintain leader bios and client-facing profiles; monitor relevant alerts/news and help leaders stay connected to priority clients and prospects.
Provide support for professional social media presence (primarily LinkedIn), as requested, including drafting posts/messages and coordinating engagement.
Plan and execute small client events and client gifting with cultural awareness and attention to detail.