Administrative Assistant

The NYC office of a global law firm is looking for an Administrative Assistant to support the senior management team of Legal Talent and Legal Recruitment. The ideal candidate brings a client-first mindset, meticulous attention to detail, sound judgment, and exceptional written and verbal communication skills. The role is non-exempt, with core hours of 9:30a 5:30p M-F and is hybrid (4 days onsite and one day remote).

Responsibilities:

• Manages day-to-day administrative needs of senior management team using initiative and sound independent judgment. This involves direct communication with internal contacts as well as external clients.
• Coordinates and schedules all requested meetings internally, including the handling of special requests re: catering, multimedia needs and document preparation.
• Screens telephone calls, mail (as requested) and visitors, maintaining electronic notes, inquiries, and status of communications.
• Prepares documents including the creation/editing of original documents, spreadsheets, presentations, letters, memos and other correspondence.
• Establishes, maintains and organizes files and records.
• Collaborates with the Firms Finance Department on various invoices and expense reports.
• Manages all aspects of travel including booking, transportation, lodging, and related activities for senior management team.
• Completes other tasks as assigned or needed, including special projects.

Required Skills:

• Bachelors degree strongly preferred.
• Five to ten years of prior work experience as an administrative, personal or executive assistant supporting a high level or C-suite professional, preferably in a legal or professional services industry.
• Experience maintaining calendars including orchestrating all on-site/hybrid meetings and coordinating with all relevant stakeholders.
• Solid working knowledge of Microsoft Office (i.e., Word, Excel, Power Point) and Adobe Professional.
• Experience working with billing/invoicing databases and document management systems.
• Prioritizes tasks accurately and balances the demands of multiple concurrent tasks efficiently and effectively while maintaining a professional and courteous manner.
• Proactive, energetic and hardworking team player.
• Flexibility for occasional (Paid) Overtime and weekend work, when needed.