Executive Assistant

Executive Assistant – International Law Firm

Location: New York, USA

Working Pattern: Full-time | Office-based, 5 days per week

Salary: $125,000 - $135,000 + Bonus and Benefits

The Opportunity

An established international law firm is seeking an experienced Executive Assistant to provide high-level support to Senior Partners in its New York office.

This is a varied, fast-paced role requiring exceptional organisational skills, commercial awareness and the ability to anticipate the needs of senior stakeholders.

The successful candidate will have substantial experience supporting senior legal professionals, ideally within an international law firm in the US, and will be confident managing complex schedules, international travel, client relationships and business operations.

Executive & Administrative Support

• Manage complex, high-volume diaries, coordinating meetings across multiple time zones and balancing competing priorities.
• Act as a key point of contact for Partners, clients and internal stakeholders, handling enquiries and prioritising requests.
• Prepare meeting agendas, briefing materials, correspondence and reports, taking minutes and tracking follow-up actions.
• Liaise with internal departments, including Finance, HR, Business Development and Compliance, to support effective decision-making.
• Provide occasional front-of-house and general office support as required.

International Travel & Logistics

• Coordinate complex domestic and international travel, including multi-destination itineraries, accommodation, transfers and visa requirements.
• Optimise travel schedules to accommodate client meetings, business development activities and internal commitments.
• Manage last-minute changes and prepare post-trip summaries, ensuring agreed actions are followed through.

Business Development & Client Relationships

• Support Partners with client relationship management, networking events, speaking engagements and thought-leadership activities.
• Coordinate event registrations, research, presentation materials and pre-event briefings.
• Maintain client target lists, track business development opportunities and monitor agreed actions.
• Update CRM records, including client contacts, meeting notes and referral activity.
• Assist with maintaining relationships with external law firms and referral partners.

Billing & Financial Administration

• Manage monthly legal billing processes, including draft invoices, fee arrangements and client billing queries.
• Liaise with Finance and Partners to ensure accurate and timely invoicing.
• Process and monitor expenses, ensuring appropriate coding, approvals and compliance with internal policies.

Skills & Experience

• Significant experience as an Executive Assistant, Legal PA, Legal Secretary or Legal Assistant, supporting Partners within an international law firm.
• Proven ability to manage complex diaries, international travel and demanding schedules.
• Experience with legal billing, financial administration and expense management.
• Exposure to HR administration and performance review processes.
• Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
• Familiarity with legal practice management, CRM and document management systems.
• Excellent written and verbal communication skills, with strong attention to detail.
• Confidence working with senior stakeholders and coordinating across multiple business functions.

About You

You will be a proactive, highly organised and commercially aware professional who thrives in a busy legal environment. You will demonstrate excellent judgement, discretion and confidentiality, alongside a flexible and solutions-focused approach. Strong relationship-building skills, professionalism and the ability to anticipate requirements will be essential. Above all, you will be someone who takes ownership, remains calm under pressure and consistently delivers a high standard of support.