Executive Assistant

Executive Assistant

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, managing calendars; preparing project-based budgets; preparing documents and composing confidential and/or sensitive correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and ensuring meetings, supporting materials and events are executed efficiently and effectively.

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

Responsibilities

• Performs practice area support responsibilities for assigned partners.
• Manages sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the firm. Navigates dynamic political situations with excellent judgment and situational awareness.
• Develops and maintains professional relationships, ensuring efficient teamwork and providing clear and timely information. Works collaboratively and proactively with others to facilitate timely and effective implementation of strategic plans, objectives, and projects, managing timelines and executing simultaneous deliverables.
• Prepares Word, Excel, PowerPoint presentations, agendas, reports, spreadsheets, and other documents. Maintains reports and spreadsheets and distributes on a regular basis.
• Coordinates events, seminars, and retreats, managing logistics, engaging vendors, and preparing materials to ensure a successful event.
• Works proactively with lawyers, firm leadership, and various departments preparing materials for various meetings, events, and projects.
• Analyzes and reviews contract proposals for various projects, performing cost analysis against the budget.
• Coordinates and participates in department, practice group, committee, and firm meetings, preparing agendas and meeting materials, managing logistics and engaging appropriate parties to ensure a successful meeting.
• Prepares communications and materials on behalf of partners, departments, practice area and/or firm leadership, which may include confidential correspondence and documents.
• Plans and manages complex travel arrangements, provides itineraries and travel documents and processes expense reports.
• Organizes complex calendars and schedules; resolves scheduling conflicts and partners with key stakeholders and other teams for meeting details.
• Works closely and proactively with partners and leadership to keep them informed of upcoming commitments and responsibilities, prepares materials in advance, and follows up appropriately.
• Responds to emails and calls on behalf of partner and/or firm leaders, has extensive direct contact with clients and business contacts.
• Performs work impacting partner financial viability with client matters.
• Partners with billing and collections departments, monitoring client budgets for reporting purposes and provides updates to partners and leadership.
• Maintains paper and electronic filing systems, ensuring compliance with Information Governance policies.
• Other duties as assigned.

Desired Skills

• Excellent communication, interpersonal and time management skills; proven ability to manage projects, meet deadlines and execute deliverables. Commitment to excellence and performs at the highest level possible on a consistent basis. Ability to function well in a fast-paced environment; performs additional duties as assigned. Demonstrates strong work ethics and a flexible, dependable, and positive attitude. Uses discretion, confidentiality, and good judgment to handle practice group, client, and firm leadership matters. Advanced proficiency needed in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Minimum Education

• High School Diploma or GED.

Preferred Education

• Bachelor's degree in Business, Finance or related field preferred.

Minimum Years of Experience

• 5 years' experience providing exceptional administrative support to senior leaders or C-suite executives.

Essential Job Expectations

• Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
• Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
• Provide timely, accurate, and quality work product.
• Successfully meet deadlines, expectations, and perform work duties as required.
• Foster positive work relationships.
• Comply with all firm policies and practices.
• Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
• Ability to work under pressure and manage competing demands in a fast-paced environment.
• Perform all other duties, tasks or projects as assigned.

Physical Demands

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment

The individual selected for this position may have the opportunity for a hybrid work arrangement comprised of remote and in-office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified in the firm's discretion in the future.