Executive Assistant

Skadden • Boston, MA

11d • Onsite

About The Position

Skadden, Arps, Slate, Meagher & Flom LLP is seeking an Executive Assistant to provide high-level administrative support to senior partners, including complex calendaring, travel coordination, and support for business development and marketing. The position is based onsite in the firm’s Boston office. The scheduled shift is Monday through Friday, 9:30 a.m. to 5:30 p.m., with a reliable physical presence in the office four days per week. The firm will not sponsor work visas for this position.

The Executive Assistant manages administrative workflows, business intake, client and matter records, billing coordination, and client-facing activities. The role also includes delegating work, assisting with attorney personal matters when required, and completing special projects. The position calls for professionalism, discretion, close attention to detail, strong communication, and the ability to manage changing priorities in a fast-paced environment.

Skadden describes a collaborative culture focused on professionalism, excellence, inclusion, development, and employee well-being. Benefits include competitive salaries and year-end discretionary bonuses; comprehensive medical, dental, and vision coverage; a savings plan/401(k) and voluntary benefits; paid time off and paid leave options, including parental leave; learning and professional development opportunities; well-being programs; and opportunities to support local communities. The stated starting base salary range is $90,000–$115,000.

Requirements

• High school diploma or equivalent.
• At least five years of experience in an office environment, or an equivalent combination of education and experience.
• Knowledge of relevant Firm computer software, such as Word, Outlook, Excel, and PowerPoint, and ability to learn new software and operating systems.
• Flexibility and willingness to perform a wide range of tasks beyond routine expectations.
• High level of professionalism.
• Effective interpersonal and communication skills, both verbally and in writing.
• Close attention to detail.
• Ability to handle multiple projects and assignments with shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to synthesize information to prioritize and organize tasks.
• Ability to work effectively in a demanding, fast-paced environment, both independently and as part of a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
• Reliable physical presence in the office four days per week.

Responsibilities

• Manage complex, time-sensitive assignments, including domestic and international travel, visa requirements, and attorney calendars; proactively flag conflicts and scheduling requests.
• Access attorney email accounts when authorized to process messages, organize folders, prioritize action items, and file records in accordance with retention requirements and the Firm’s records management system.
• Anticipate attorney needs, identify potential issues or conflicts, and propose solutions before problems arise.
• Enter attorney time records, prepare and submit expense reports, and assist with vendor invoice processing and payment.
• Prepare and edit documents, generate redlines, create and convert PDFs, and perform quality control on work product.
• Use software such as Excel and PowerPoint to support attorney work product and presentations.
• Coordinate internal and client meetings with Conference Services, including audiovisual arrangements, catering, and external vendors.
• Prepare engagement letters and new client and matter memoranda, and maintain current client and matter number lists for business intake.
• Maintain tracking charts and records, particularly for billing status and new business activity.
• Coordinate with Client Accounting to keep client billing accurate and up to date.
• Support business development by entering activities, maintaining contact records, and preparing targeted mailing lists in InterAction.
• Track and report business development meetings and activities to the Business Development & Marketing team.
• Maintain professional working relationships with executive assistants of clients and key contacts, update contact records, and coordinate client gifting initiatives.
• Receive and engage with clients and visitors, providing responsive, high-quality client service.
• Delegate work to other departments, coordinate its completion, and verify accuracy.
• Assist with attorney personal work when required and perform special projects as assigned.
• Maintain effective work relationships through strong interpersonal, written, and verbal communication.
• Use Firm resources responsibly and comply with Firm operations, policies, and procedures.
• Maintain a reliable physical presence in the office four days a week to perform administrative functions and support services, maintain physical files, and support client services.
• Perform other related duties as assigned.

Benefits

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive medical, dental, and vision coverage.
• Savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental leave.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED