Executive Assistant

Crowell & Moring•New York, NY

17d•$106,000 - $160,000

About The Position

The Executive Assistant provides senior-level administrative, operational, and coordination support to firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders. The role serves as a trusted point of contact and liaison for internal and external constituencies, supporting leaders by managing complex schedules, coordinating meetings and events, preparing confidential materials, arranging travel, tracking follow-up items, and advancing leadership priorities. The Executive Assistant works independently, anticipates needs, exercises sound judgment, and handles sensitive matters with discretion and professionalism in a fast-paced law firm environment. Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia. The firm represents clients in litigation and arbitration, regulatory and policy, intellectual property, and transactional and corporate matters, and is recognized for its work in high-stakes litigation and government-facing matters, pro bono service, and diversity, equity, and inclusion.

Requirements

At least ten years of increasingly responsible, directly related experience demonstrating applicable knowledge, skills, and abilities.
Strong executive presence, professionalism, discretion, and judgment when supporting senior leaders and handling sensitive matters.
Ability to anticipate needs, identify priorities, take initiative, and follow through with limited direction.
Excellent organizational and time management skills, including the ability to manage multiple priorities, shifting deadlines, competing demands, and confidential matters in a fast-paced environment.
Excellent written and oral communication skills, including drafting, editing, proofreading, and formatting clear, accurate, professional materials.
Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn and use additional software and technology tools.
Strong calendar, travel, meeting, and event coordination skills, including managing complex logistics across offices and time zones.
Ability to build trust and work effectively with attorneys, business professionals, clients, vendors, visitors, and external contacts at all levels.
High degree of accuracy and attention to detail in documents, communications, schedules, reports, and expense materials.
Ability to work independently and collaboratively, resolve routine and non-routine issues using sound judgment, and escalate matters appropriately.
Ability to remain composed, flexible, and service-oriented amid urgent requests, confidential matters, and changing leadership priorities.
Understanding of law firm or professional services operations, including confidentiality, client service, executive support protocols, internal collaboration, and discretion around leadership priorities.
Ability to work overtime hours as requested to support business needs and leadership schedules.

Nice To Haves

Bachelor’s degree preferred; equivalent training, specialized administrative experience, and directly related executive support experience may substitute.

Responsibilities

Provide senior administrative, operational, and coordination support to assigned firm leaders and other senior stakeholders.
Proactively manage complex calendars; schedule meetings across offices and time zones; resolve conflicts; confirm logistics; and prepare leaders for meetings and commitments.
Serve as a trusted liaison between leaders and internal and external contacts, routing, escalating, or responding to matters as appropriate.
Handle confidential and sensitive firm information with discretion, sound judgment, and attention to firm policies and need-to-know principles.
Coordinate leadership and office meetings, retreats, visits, special events, and follow-up, including agendas, materials, attendance, rooms, technology, and catering.
Prepare, edit, format, and proofread correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents.
Coordinate domestic and international travel, prepare itineraries, monitor changes, troubleshoot issues, and prepare, submit, and track travel and expense reimbursements.
Track priorities, commitments, approvals, action items, and follow-up matters to help ensure deadlines are met and stakeholders are informed.
Screen, prioritize, and respond to communications as appropriate, escalating or routing matters when needed.
Support firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams.
Build effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other departments.
Maintain accurate contact and distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provide backup support and perform other assigned duties.