Executive Assistant - Corporate (NY)

Executive Assistant

Fenwick is seeking an Executive Assistant in our New York office to support corporate partners. The Firm's Executive Assistant ("EA") provides initiative-taking administrative support to the Firm's partners in a leadership capacity and is considered an integral part of the partner's practice. Besides conventional administrative tasks, an EA's role involves performing duties that can influence a partner's success, and includes tasks such as business development, maintaining client relationships, and overseeing contact management. EAs handle and minimize partners' administrative tasks, allowing partners to focus more on their legal work. This includes proactively managing the partner's day-to-day schedule and operations. Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation, are just some of the functions that are all central to this role. This position offers a hybrid schedule and requires three days' on-site in our New York office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.

Responsibilities:

• Meticulously manage and prioritize an exceptionally active calendar of appointments/events. This may include a wide variety of commitments such as coordinating, managing, and maintaining partner schedules, arranging client meetings, setting up speaking engagements, programs, oversight of events, and general appointments.
• Work closely and effectively with the partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.
• Take initiative to ensure the partner is prepared for their day, week as well as any scheduled meetings or business travel.
• Screen calls and in-person requests and apply excellent judgment when responding to requests for partner time. Serve as a "gatekeeper" ensuring the partner's schedule is strictly adhered to and is optimized for efficiency and productivity.
• Streamline, analyze, compose, and prepare correspondence that is frequently confidential in nature requires a keen attention to detail, discretion, and a thorough understanding of both the context and content. Apply partner preferences, as necessary.
• Document management by copying, reviewing incoming mail or email, scanning, and e-filing documents, and consistently maintaining the partner's files (predominantly electronic with some paper records) showing proficiency in handing in line with the Firm's confidentiality and security policies.
• Arrange detailed travel plans and provide itineraries, and agendas; understand and consider travel preferences and affinity programs; ensure arrangements are within Firm or client guidelines for travel costs.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
• Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time effectively; gaining the cooperation of others; vigilantly monitoring progress; problem-solving; and adjusting plans with minimal supervision.
• Enhance partner's standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).
• Manage document workflows and version control: organize drafts, track redlines, compare documents, format and proof for consistency, and distribute clean/execution versions.
• Coordinate execution materials: prepare and route signature packets, manage DocuSign envelopes, track signer status, collect wet-ink signatures when required, and maintain execution records.
• Initiate new matter openings: coordinate conflicts check, draft/route engagement letters, set up matter codes/phase codes, and capture client Outside Counsel Guidelines (OCGs) and billing instructions.
• Maintain accurate client and contact information; update CRM/experience databases with matter descriptions and outcomes for pitches, credentials, and league tables.
• Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.
• Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes. Encourage and support an exchange of ideas amongst teams or colleagues helping to enhance collaboration across the Firm.
• Perform complex and specialized administrative tasks using independent judgment.
• Provide coverage and responsiveness during peak deal periods, including occasional after-hours availability and overtime as needed to meet critical deadlines.
• At all times, represent Firm and leadership in a highly polished and professional manner.
• Comfortable working alongside AI tools and a curiosity to continuously learn and adopt new ways of working as technology evolves.
• Perform other related duties or special projects, as assigned.

Client Billing:

• Routinely review monthly bills for consistency, accuracy, spelling and substance, learning partner's preferred billing practices (e.g., usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.). Assist in the finalization of monthly bills.
• Ensure compliance with OCGs (if necessary) and client requirements (billing formats, staffing approvals, travel limits, invoice caps), and maintain a quick-reference summary for each client/matter.
• Respond to client requests for month-end estimates, as necessary.
• Assist in monitoring A/R and collections and identify issues, as necessary.
• Work closely with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
• Depending on the requirements for specific partners, an EA may be granted access to the Finance Department's Aderant System, which enables complete ownership and execution of client billing for the partner.
• Possess knowledge for handling and tracking deal wire payments. Provide occasional handling of client investment checks.

Business Development and Client Maintenance:

• Assist partner in business development efforts which may include: organizing and maintaining the partner's key contacts including categorization of contacts, adding contacts to relevant lists, and monitoring outreach efforts to key contacts so partner stays in touch with the most important people in their network; coordinating with Marketing and Finance on pitch meeting preparation, including ordering relevant background research, sales materials and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with relevant lead and pitch information; scheduling and assisting with appropriate follow up items after business development meetings.
• Support partner with client maintenance by onboarding new clients; ensuring regular contact with key clients; managing LinkedIn and other social media to stay in contact with crucial clients; setup and review Manzama and Google alerts for client or prospective client news articles; subscribe clients to relevant mailing lists.
• Working in conjunction with the business development team, may be asked to support partners in managing their social media platforms (predominantly LinkedIn and Twitter) by drafting messages and posts, engaging with relevant clients, prospects, and key individuals in the partner's network, posting/sharing relevant content.
• Maintain partner's bio and social media profile(s) with relevant latest information such as new key clients, considerable experience, achievements, and other noteworthy developments.
• Plan, book, and organize small events, ensuring seamless coordination and execution from initial concept to completion.
• Manage client gifting including, selecting items, maintaining a keen awareness of cultural differences, coordinating delivery, and handle recipient feedback.

Practice Administration (may include):

Support partner in their relevant practice administration duties, including:

• Maintaining, creating, or updating relevant reports, including budgets.
• Project management of key practice administration initiatives.
• Preparing agendas and materials for practice group meetings, practice administration, or practice group initiatives.
• Creating, revising, and updating specific PowerPoint presentations.
• Ability to travel as needed for trial/trial preparation.

Desired Skills and Qualifications:

• Possess an elevated level of anticipatory skills to prepare for any situation in a seamless manner.
• Possess excellent judgement and critical thinking skills and be proactive with solutions.
• Take initiative to analyze areas and processes for improvement and take action to suggest and implement change.
• Capable of working independently and making decisions independently but also effectively working in and with a team.
• Possess an elevated level of accountability. Consistently able to deliver and meet deadlines.
• Possess the ability to continually evolve and be flexible to the changing needs of the partner(s) and firm.
• Demonstrate a thorough understanding of financial transactions and maintain a steadfast commitment to ethical standards.
• Possesses a curiosity towards continuous learning, adaptability, and progressive thinking.