Executive Assistant

Sullivan & Worcester (Sullivan) is a global law firm with lawyers in Boston, London, New York, Tel Aviv and Washington, D.C. Sullivan’s clients, including Fortune 500 companies, leading financial services firms and asset managers, boards of directors, real estate companies, and emerging businesses, rely on Sullivan’s ability to navigate complex legal and operational landscapes, the impeccable judgment of its lawyers, and its commitment to best‑in‑class client service. The Executive Assistant & Operations Coordinator supports the Managing Partner in the effective execution of firm leadership, client service, and operational responsibilities across the firm. The role combines traditional executive support with project coordination, workflow management, practice support, and exposure to law firm operations. Working closely with the Managing Partner, the Executive Assistant & Operations Coordinator helps organize and prioritize commitments, prepare for meetings and initiatives, coordinate follow-through, and support the execution of projects with firm leadership, partners, professional staff, and clients. The position is intended for a highly organized, trustworthy, and technologically capable professional who is interested in learning how a law firm operates and in assuming broader responsibilities over time, based on performance, interest, and firm needs. Success in the role requires sound judgment, discretion, intellectual curiosity, initiative, and the ability to manage multiple priorities in a collaborative and fast-paced environment. Duties and Responsibilities Executive Operations and Workflow Management Work closely with the Managing Partner to organize commitments, prioritize competing demands, and coordinate follow-through on action items and projects. Assist in maintaining and updating systems used to track client matters, firm projects, governance responsibilities, and other ongoing work. Firm Leadership and Governance Support Assist in preparing for Management Committee meetings, partnership meetings, departmental meetings, practice group meetings, and other leadership initiatives. Coordinate agendas, supporting materials, meeting logistics, and follow-up activities. Help organize information and prepare summaries, reports, presentations, research, and other materials for firm leadership. Support coordination among partners, Department Directors, Practice Group Leaders, Committee Chairs, and professional staff. Client and Practice Support Support the Managing Partner’s client service responsibilities by helping organize information and prepare for client meetings, hearings, presentations, and other engagements. Help keep track of matter status, deadlines, follow-up opportunities, and client commitments. With training and supervision, assist with factual research, drafting, project coordination, and other practice-support activities. Assist with selected administrative and operational aspects of client matters, including matter openings, engagement documentation, file organization, signature workflows, billing support, and client communications. Technology and Process Improvement Use firm-approved technology tools, including Microsoft 365, Copilot, and other GenAI applications, to improve efficiency, organization, and decision support. Identify opportunities to streamline workflows, improve information management, and reduce administrative friction while maintaining security. Assist with implementation and adoption of new tools and processes. Executive Support and Administration Manage calendars and assist with scheduling meetings involving internal and external participants. Coordinate travel arrangements and related logistics as needed, including domestic and international travel. Draft and assist in preparing correspondence, worksheets, presentations, and other documents. Process expense reports and administrative submissions accurately and promptly. Handle confidential information with professionalism, discretion, and sound judgment. Qualifications and Job Requirements Demonstrated ability to handle confidential and sensitive information with integrity, trustworthiness, discretion, professionalism, and sound judgment. Intellectual curiosity, initiative, and a willingness to learn new subject matter, technologies, and business processes. Strong organizational skills, attention to detail, reliability, and commitment to follow-through while managing multiple projects, commitments, and competing priorities. Excellent written and verbal communication skills. Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and OneNote. Security-conscious enthusiasm for learning and responsibly using other firm-approved technologies, including GenAI tools such as Microsoft Copilot. Comfort working independently while also collaborating closely with firm leadership, attorneys, clients, and professional staff. Interest in law firm operations, professional services management, legal technology, practice support, or related fields. Prior experience in executive support, project coordination, legal or professional services environments, law firm operations, practice support, or related roles is preferred but not required. Familiarity with legal, financial, practice management, document management, or CRM systems is helpful but not required. Experience with Elite 3E, NetDocuments, Intapp, Microsoft Copilot, or similar platforms is a plus. Who Might Thrive in This Role? Successful candidates may come from a variety of backgrounds. The role may be especially appealing to: Professionals who enjoy organizing information, improving systems, coordinating projects, and helping others execute effectively. Individuals who value continuous learning and are interested in assuming increasing responsibility over time. Individuals with experience in executive support, project coordination, legal operations, practice support, paralegal, or similar environments who are interested in learning how a law firm operates, serves its clients, and continuously improves. Professionals interested in broader exposure to law firm management and operations, including finance, technology, human resources, marketing, professional development, recruiting, and support for partners, associates, and professional staff. Individuals who are energized by variety, enjoy solving problems, and take satisfaction in helping people and projects move forward. Individuals who value building trusted working relationships and take pride in helping others stay organized, follow through on commitments, and execute effectively. Education Bachelor’s degree or equivalent professional experience preferred. Candidates from a variety of educational and professional backgrounds will be considered. Working Conditions This position is based in the firm’s Boston office. Regular in-person collaboration with the Managing Partner and firm leadership is an important component of the role. The position may include a combination of in-office and remote work. Work hours may vary depending on business demands; while occasional flexibility may be helpful, the position is not expected to require regular evening or weekend availability. #J-18808-Ljbffr