Executive Assistant Jobs

About The Position

Requirements

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Demonstrates a high level of professionalism
• Knowledge of relevant Firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint) with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates 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 well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs
• High school diploma or equivalent; Bachelor’s degree preferred
• Minimum of six years’ experience in an office environment or an equivalent combination of education and experience

Responsibilities

• Manages complex, time-sensitive assignments, including coordinating domestic and international travel arrangements, processing visa requirements, and maintaining accurate calendaring while proactively flagging conflicts and scheduling requests.
• Proxies into attorney email accounts, when permission is granted, to process incoming messages, organize and maintain folder structures, prioritize action items, and ensure proper filing to retention folders and the Firm's records management system.
• Anticipates attorney needs by proactively identifying potential issues and conflicts, taking initiative to offer solutions and preempt needs before they arise.
• Enters attorney time records, prepares and submits expense reports, and assists with the processing and payment of vendor invoices.
• Handles all aspects of document preparation, including processing edits, generating redlines, creating and converting PDFs, and performing quality control on all work product.
• Utilizes software applications such as Excel and PowerPoint to support and facilitate attorney work product and presentations.
• Coordinates with Conference Services to arrange internal and client meetings, including audio-visual setup, catering, and engagement of external vendors.
• Prepares engagement letters and new client and matter memoranda and maintains up-to-date active client and matter number lists to support the new business intake process.
• Maintains tracking charts with current records, with a particular focus on billing status and new business activity.
• Collaborates with Client Accounting to ensure client billing remains accurate and up to date.
• Supports business development efforts by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
• Proactively tracks and reports business development meetings and activities to the Business Development & Marketing team.
• Builds and maintains professional working relationships with executive assistants of clients and key contacts, ensures contact records are kept current, and coordinates client gifting initiatives.
• Receives and engages with incoming clients and visitors, delivering responsive, high-quality client service experience.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Performs special projects as assigned.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Maintains a reliable physical presence in the office four days a week to perform administrative functions and support services, maintaining physical files, and client services.

Benefits

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