Executive Assistant

Troutman Pepper Hamilton Sanders•Atlanta, WA

8d•Hybrid

About The Position

The Executive Assistant is responsible for providing comprehensive executive-level administrative and operational support to the Firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer. This role oversees complex calendar management, travel coordination, expense administration, meeting planning and logistics, and other activities essential to the efficient operation of the Executive Leadership Team. The Executive Assistant develops a thorough understanding of the firm’s business operations, strategic objectives, leadership priorities, and organizational structure to effectively support executive decision-making. They serve as a key liaison between senior leadership and internal and external stakeholders, prepare and coordinate executive communications, and provide administrative and project support for governance activities, strategic initiatives, and firmwide programs.

Requirements

Demonstrated ability to handle highly confidential and sensitive information with professionalism, integrity, and sound judgment.
Proven success in managing multiple priorities and deadlines while consistently delivering accurate, timely, and high-quality results.
Proven ability to build and maintain strong professional relationships, manage projects and budgets, and effectively balance competing priorities.
Client-focused professional with a strong commitment to delivering exceptional service and fostering positive stakeholder relationships.
Ability to collaborate effectively with individuals from diverse backgrounds and across all levels of the firm.
Strong analytical, critical thinking, and problem-solving skills, with the ability to develop practical solutions and produce high-quality written work products.
Exceptional organizational and project management skills, with the ability to coordinate multiple concurrent initiatives and achieve desired outcomes.
Demonstrated ability to work collaboratively with attorneys, clients, internal business partners, and external vendors while fostering productive working relationships.
Exceptional written, verbal, and interpersonal communication skills, with the ability to communicate effectively with a variety of audiences.
Ability to work independently and collaboratively in a fast-paced environment while supporting efficient workflows, process improvements, and organizational objectives.
Highly self-motivated and adaptable, with the ability to prioritize workload, manage competing demands, and thrive in both hybrid and in-office work environments.

Responsibilities

Serve as the key contact and support resource for the firm Managing Partner, including maintaining the Managing Partner’s calendar, scheduling meetings, and travel, submitting expenses, and managing other firm projects for the Managing Partner.
Manage monthly pre-bill process for Managing Partner, including making narrative edits and liaising with Billing team.
Provide ongoing support to the firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer, including planning all logistical aspects of in-person and virtual meetings, preparing reports and information needed for interoffice travel, and communicating with attorneys and internal teams as needed.
Coordinate complex scheduling and calendar management, as well as content and flow of information. Anticipating schedule impact and implications is important in adding value.
Manage travel logistics and activities as needed, including advance bookings for offices identifying key stakeholders/issues.
Maintain and refine internal processes that support senior leaders across the firm and coordinate internal and external resources to expedite workflows.
Effectively and accurately respond to assigned routine correspondence on behalf of the Managing Partner and chiefs.
Prepare and distribute internal and external documents, including reports, memos, and letters.
Draft, maintain and regularly update the electronic and paper files of the Managing Partner and chiefs, including governance records and minutes.
Plan and coordinate work to ensure that senior leaders’ priorities are met, firm goals are achieved, and best practices are upheld.
Handle confidential information with discretion and professionalism, including amongst and between the Managing Partner and chiefs.