Contract to Permanent Executive Assistant

Executive Assistant

Our client is a global law firm committed to excellence in representing clients and developing its people. The firm fosters a professional culture where employees are expected to embrace and uphold core values while delivering high-quality legal services.

The Executive Assistant, working in collaboration with and in support of the firm's strategic initiatives, provides high-level executive assistance to partners and/or members of senior leadership of the firm. The Executive Assistant connects departments to provide comprehensive support, anticipating needs while effectively and proactively meeting timelines and priorities. The role completes a broad variety of tasks including partnering with leadership, partners, and other key stakeholders to execute firm initiatives. This is a contract position. While the specific term is not fixed, these assignments typically last approximately 6 months.

This position is located in our Austin office and offers a hybrid work schedule.

What You Will Do

As an Executive Assistant, you will manage complex projects and serve as a vital link between partners, clients, and internal teams. Key responsibilities include:

• Practice Management: Organizing complex calendars and schedules; resolving scheduling conflicts and partnering with key stakeholders and other teams for meeting details.
• Document Production: Preparing Word, Excel, PowerPoint presentations, agendas, reports, spreadsheets, and other documents. Maintaining reports and spreadsheets and distributing on a regular basis.
• Financial Oversight: Performing work impacting partner financial viability with client matters. Partnering with billing and collections departments, monitoring client budgets for reporting purposes and providing updates to partners and leadership.
• Team Collaboration: Navigating dynamic political situations with excellent judgment and situational awareness. Developing and maintaining professional relationships, ensuring efficient teamwork.
• Meeting & Event Coordination: Coordinating events, seminars, and retreats, managing logistics, engaging vendors, and preparing materials to ensure a successful event. Coordinating and participating in department, practice group, committee, and firm meetings.
• Communication: Responding to emails and calls on behalf of partner and/or firm leaders; having extensive direct contact with clients and business contacts.
• Information Management: Analyzing and reviewing contract proposals for various projects, performing cost analysis against the budget. Maintaining paper and electronic filing systems, ensuring compliance with Information Governance policies.
• Travel: Planning and managing complex travel arrangements, providing itineraries and travel documents and processing expense reports.

Who You Are

You are a process-driven professional who thrives in a fast-paced environment. You possess:

• Experience: 5 years' experience providing exceptional administrative support to senior leaders or C-suite executives.
• Education: A High School diploma or GED is required; a 4-year Bachelor's degree in Business, Finance or a related field is preferred.
• Communication Skills: Excellent communication, interpersonal and time management skills; proven ability to manage projects, meet deadlines and execute deliverables.
• Technical Proficiency: Advanced proficiency needed in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Adaptability: Demonstrates strong work ethic and a flexible, dependable, and positive attitude.

The ideal candidate exhibits the utmost professionalism and discretion when handling confidential and/or sensitive legal matters. You are a collaborative partner who can work effectively with people at all levels of an organization. You take initiative, pay close attention to detail, and offer creative solutions to challenges. You use discretion, confidentiality, and good judgment to handle practice group, client, and firm leadership matters.

Flexibility & Work-Life Integration

The individual selected for this position may have the opportunity for a hybrid work arrangement consisting of remote and in-office work.

Why Join the Team?

Joining this firm means becoming part of an organization that values professional growth and excellence. You will work in a supportive environment where your contributions directly impact the success of the practice and its clients.

About Naviga Recruiting & Executive Search

Naviga Recruiting & Executive Search is a leading provider of Contingent Workforce Solutions, Executive Search, Leadership and Individual Contributor hiring, empowering businesses to achieve their strategic objectives through expert talent acquisition. Our specialties include sales, marketing, finance/accounting and operations hiring. With a commitment to excellence and a deep understanding of market trends, Naviga Recruiting & Executive Search helps organizations build high-performing teams and navigate complex workforce challenges. Naviga Recruiting & Executive Search specializes in U.S. Hiring for Global Businesses.