Executive Legal Assistant to the Managing Partner

Job Description

Job Description

Ascension Global Staffing & Executive Search, a Hispanic Women Owned & Operated National Recruiting Firm stands at the forefront of innovation and excellence. Led by a visionary team with a deep commitment to diversity and inclusion, our firm is dedicated to identifying and attracting top talent across the nation. With a unique blend of cultural insight and professional expertise, we pride ourselves on creating an environment that fosters success for both employers and candidates.

Ascension Global Staffing & Executive Search is seeking an experienced Executive Legal Assistant to support a Managing Partner at a prestigious law firm. This is a high-level, highly visible position for a polished, proactive professional who can serve as a trusted right hand to the Managing Partner while providing exceptional support to clients, attorneys, and firm leadership.

The Executive Legal Assistant will serve as a trusted advisor and strategic administrative partner to the Managing Partner , providing high-level executive and legal administrative support in a fast-paced law firm environment.

This individual will be responsible for managing the Managing Partner’s complex calendar, communications, client relationships, meetings, special projects, and day-to-day priorities. The Executive Legal Assistant will act as the primary gatekeeper and liaison between the Managing Partner, clients, attorneys, staff, vendors, and external contacts.

The ideal candidate will be a polished, bilingual English/Spanish professional with significant legal or executive administrative experience, advanced Microsoft Office skills, exceptional attention to detail, sound judgment, and the ability to anticipate the Managing Partner’s needs and proactively manage competing priorities.

Essential Duties & ResponsibilitiesExecutive Support & Calendar Management

• Manage the Managing Partner’s complex and frequently changing calendar , including appointments, meetings, travel, speaking engagements, and firm events.
• Coordinate internal and external meetings , ensuring agendas, materials, and necessary information are prepared in advance.
• Attend meetings as requested and take accurate meeting minutes and track follow-up items .
• Prioritize competing demands and proactively resolve scheduling conflicts.
• Serve as the primary gatekeeper for the Managing Partner , exercising discretion and sound judgment regarding access and communications.
• Screen calls, emails, and inquiries , ensuring urgent matters are promptly addressed.

Communication Management

• Monitor and manage the Managing Partner’s email account daily , including reviewing, responding, delegating, and tracking follow-up.
• Track action items and deadlines resulting from client communications, meetings, and internal discussions.
• Draft, proofread, and edit professional correspondence, reports, presentations, and other executive communications.
• Facilitate communication between the Managing Partner, attorneys, staff, clients, vendors, and referral sources.
• Communicate professionally in both English and Spanish with clients and business contacts as needed.

Client Relations & New Client Engagements

• Serve as a primary point of contact for clients and prospective clients , providing a high level of professionalism and responsiveness.
• Assist with prospective client inquiries, intake coordination, and new client onboarding.
• Coordinate engagement letters and ensure required client documentation is obtained and processed accurately.
• Maintain strong and professional client relationships while representing the firm’s standards and values.
• Monitor client-related communications and follow-up to ensure matters are handled promptly and professionally.

Meeting Coordination & Project Management

• Coordinate, facilitate, and attend meetings with the Managing Partner as required.
• Prepare agendas, meeting materials, presentations, and supporting documentation.
• Take meeting notes and distribute action items and follow-up assignments.
• Monitor project deadlines and ensure assigned tasks are completed on time.
• Assist the Managing Partner with strategic initiatives, operational improvements, and special projects.
• Collaborate with attorneys and administrative departments on firm-wide initiatives.

Billing & Financial Coordination

• Work closely with the Billing Manager to support accurate and timely client billing.
• Assist with monitoring billing deadlines, invoices, and client follow-up.
• Ensure billing information and supporting documentation are communicated efficiently between departments.
• Assist with billing and collections follow-up as directed by the Managing Partner.

Confidentiality & Information Management

• Handle highly sensitive, confidential, privileged, financial, and personnel information with the highest level of discretion.
• Maintain strict confidentiality regarding client matters, firm operations, business strategies, financial information, and personnel issues.
• Follow firm policies regarding confidentiality, records management, and information security.
• Maintain organized and secure electronic and physical records.

Technology & Administrative Support

• Utilize technology and software to maximize workflow efficiency and productivity.
• Prepare, edit, and format complex legal and business documents with exceptional accuracy.
• Maintain electronic and physical filing systems.
• Assist with technology-related administrative needs and coordinate with IT when necessary.
• Identify opportunities to improve administrative processes and operational efficiency.

Required QualificationsEducation & Experience

• Minimum of five (5) years of experience supporting a Managing Partner, senior executive, attorney, C-suite executive, or other senior-level professional.
• Law firm or professional services experience strongly preferred.
• Experience with legal administration, executive support, client relations, and project coordination required.
• Associate’s or bachelor’s degree preferred.

Language Requirements

• Fully bilingual in English and Spanish — REQUIRED.
• Exceptional written and verbal communication skills in both English and Spanish.
• Ability to communicate professionally with clients, attorneys, staff, and business partners in both languages.

Technology Requirements

• Advanced proficiency in Microsoft Office Suite — REQUIRED.
• Expert-level Microsoft Word skills, including advanced document formatting, styles and templates, tables of contents, document comparison, revisions, mail merge, and complex legal/business documents.
• Advanced Microsoft Excel skills, including formulas, data organization, tracking, spreadsheets, and reporting.
• Advanced Microsoft PowerPoint skills, including executive and client-facing presentations.
• Advanced proficiency with Microsoft Outlook and Teams.
• Experience with document management systems, legal practice management software, and billing platforms preferred.
• Ability to quickly learn and adapt to new technology and software platforms.

Core Competencies

• Executive Presence & Professionalism
• Confidentiality & Discretion
• Client Service Excellence
• Exceptional Organizational Skills
• Outstanding Attention to Detail
• Excellent Written & Verbal Communication
• Sound Judgment & Decision-Making
• Relationship Management
• Time Management & Prioritization
• Initiative & Accountability
• Problem Solving & Critical Thinking
• Adaptability & Flexibility
• Proactive, Solutions-Oriented Mindset

Professional Expectations

• Maintain a polished, professional appearance and executive-level demeanor.
• Represent the Managing Partner and firm with confidence, professionalism, and discretion.
• Demonstrate exceptional interpersonal skills and emotional intelligence.
• Exercise sound judgment when handling sensitive, confidential, or high-priority matters.
• Remain composed and professional in a fast-paced, high-pressure environment.
• Anticipate needs and take initiative without requiring constant direction.
• Demonstrate a strong sense of ownership, accountability, and follow-through.
• Provide exceptional service to clients, attorneys, firm leadership, and internal teams.

Physical & Work Requirements

• Ability to work at a computer for extended periods.
• Ability to attend meetings, client events, and firm functions as required.
• Flexibility in work hours may occasionally be required to accommodate the Managing Partner, firm, and client needs.

Success Factors

The successful candidate will be a highly organized, technologically sophisticated, bilingual executive support professional who can anticipate the Managing Partner’s needs, manage competing priorities, maintain absolute confidentiality, and operate with a high degree of independence.

This individual must possess the professional presence, judgment, discretion, communication skills, and attention to detail necessary to serve as a trusted partner to the Managing Partner while consistently delivering an exceptional experience to clients and firm personnel.