Legal Executive Assistant

A sophisticated boutique law firm, Whitecap Search, is seeking a high-energy, detail-oriented professional to support the Managing Partner in a fast-paced and growing firm. This full-time position will be based in Livingston, NJ. The role is a critical, high-visibility position best suited for a self-motivated professional who thrives in a dynamic environment, juggles competing priorities with ease, and brings structure to a constantly moving schedule. This position serves as the right hand to the Managing Partner-ensuring that his time is protected, priorities are aligned, and follow-through is flawless.
Responsibilities

• Proactively coordinate business development activities: propose outreach opportunities, schedule meetings, and ensure timely follow-up.
• Manage Outlook and firm calendars, including scheduling Zoom and in-person meetings, conference calls, and internal appointments.
• Maintain and update the firm's client relationship management (CRM) system with contacts, notes, and follow-ups.
• Create and implement efficient processes for tracking, organizing, and managing ongoing initiatives.
• Maintain and organize referral sources and business development trackers.
• Conduct research on prospective clients, meeting venues, and other business-related topics as needed.
• Coordinate travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Assist with personal scheduling, including appointments, reservations, and other time-sensitive tasks to ensure seamless coordination between professional and personal commitments.
• Perform other duties as assigned.

Requirements

• Minimum of 3 years supporting a senior executive or managing partner in a fast-paced, professional services, legal, or client-facing environment.
• Proven ability to manage shifting priorities, coordinate complex schedules, and maintain organization under pressure.
• Excellent written and verbal communication skills, with the professionalism and confidence to interact with clients, colleagues, and senior executives on behalf of the Managing Partner.
• Proficiency in Microsoft Office Suite and video conferencing tools (e.g., Zoom, Teams).
• Highly self-motivated with exceptional attention to detail and follow-through.
• Discretion and professionalism when handling confidential information.

This role is onsite 4 days a week with one day remote.

#ITSLS

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted guarantee of certain compensation package for position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.