Executive Assistant - Cross Practices (NY)

Job Description Summary Fenwick is seeking an Executive Assistant in the New York office to support partners across multiple practices. The firm’s Executive Assistant (EA) provides high‑impact, proactive support to partners and other senior leaders. This role is equal parts strategic and tactical, anticipating needs, protecting time, driving follow‑through, and keeping priorities moving across client work, practice operations, and business development. The EA is a trusted partner who exercises excellent judgment, handles sensitive information with discretion, and enables leaders to focus on serving clients and growing their practices. This position is hybrid and requires three days on‑site in the New York office, with additional in‑office days as needed for business and client needs. Work schedule: 40 hours per week (non‑exempt), Monday‑Friday, 9:00am‑6:00pm. Responsibilities Own complex, high‑volume calendar management: prioritize requests, resolve conflicts, and align time to business priorities. Keep leaders prepared and informed with daily/weekly prep, meeting materials, deadlines, and timely reminders with clear next steps. Serve as an effective gatekeeper: triage calls, emails, and in‑person requests; use sound judgment to protect focus time and maintain responsiveness. Draft, edit, and format polished correspondence and documents—often confidential—tailored to leader preferences and firm standards. Manage documents and records: scan, e‑file, organize, and maintain accurate electronic (and occasional paper) files in line with confidentiality and security policies. Coordinate business travel end‑to‑end: itineraries, agendas, preferences and loyalty programs, and cost compliance with firm/client guidelines. Drive execution on projects and special assignments: clarify objectives, manage stakeholders, track progress, and deliver on deadlines with minimal supervision. Continuously improve work processes by introducing smarter workflows, tools, and templates; share best practices to strengthen team efficiency. Provide flexible back‑up support across the team and represent the firm and leadership with professionalism at all times. Perform other related duties and special projects as assigned. Client billing review: revise monthly bills for accuracy, consistency, and client‑specific requirements (rates, caps, formats, and engagement terms); support timely finalization. Prepare and respond to client requests for month‑end estimates, as needed. Partner with billing/finance to monitor A/R and collections, flag risks, and help resolve issues. For some leaders, independently execute billing tasks in Aderant, as authorized. Track and coordinate select financial transactions (e.g., deal wires and occasional handling of client investment checks) in alignment with firm controls. Business development and client relationship support: keep key contacts organized and outreach on track; update CRM and ensure follow‑ups happen. Coordinate pitch and proposal preparation with Marketing/Finance (background research, materials, budgets, conflicts checks, and meeting logistics). Maintain leader bios and client‑facing profiles; monitor relevant alerts/news and help leaders stay connected to priority clients and prospects. Provide support for professional social media presence (primarily LinkedIn), as requested, including drafting posts/messages and coordinating engagement. Plan and execute small client events and client gifting with cultural awareness and attention to detail. Desired Skills & Qualifications Executive presence and discretion with highly sensitive/confidential matters Strong prioritization and calendar strategy in a fast‑paced, high‑volume environment Proactive problem‑solver with excellent judgment and a bias for action Clear, polished written and verbal communication across all levels Organized, detail‑oriented, dependable; consistently meets deadlines Comfortable owning projects end‑to‑end and influencing without authority Continuous improvement mindset; adapts quickly to changing priorities and new tools High integrity, accountability, and team‑first approach 5+ years of experience supporting executive‑level leaders (e.g., Partner, C‑suite, VP/SVP) in a professional services or legal environment Advanced proficiency with Microsoft365 (Outlook, Word, Excel, PowerPoint, Copilot) and document tools (e.g., AdobeAcrobat) Experience with CRM platforms (e.g., Salesforce) and social platforms used for professional networking Bachelor’s degree or equivalent experience strongly preferred Benefits and Compensation Benefits. Comprehensive benefit program for eligible employees, including Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Temporary employees are not generally entitled to these benefits unless otherwise required by law. Compensation. Salary range: $104,000 – $155,750. Base salary may vary based on qualifications, experience, education, certifications, and location. A discretionary bonus may be available based on performance. Additional information about eligibility for benefits and discretionary bonus will be provided upon request. Equal Opportunity Statement Fenwick & West LLP is an Equal Opportunity Employer, and, as such, conducts all employment-related activities without regard to unlawful consideration of race, religion, color, marital status, national origin, age, sex, disability, sexual orientation or gender identity, gender, genetic characteristics or any other classification protected by applicable local, state or federal employment discrimination laws. We are committed to providing equal employment opportunities for all. If you require reasonable accommodation to complete a job application, pre‑employment testing, or a job interview, please contact View email address on click.appcast.io or View email address on click.appcast.io. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. #J-18808-Ljbffr