Executive Assistant

New York, NY 

Summary

A midsize premiere global law firm seeks an Executive Administrative Assistant to provide high level administrative support to the Founding Partner of the firm as well as some general administrative support to select attorneys. The Executive Administrative Assistant is responsible for the administrative and organizational management of various tasks assigned by the Managing Partner of the Firm. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible. This individual must be motivated, poised and highly professional, capable of maintaining a high level of confidentiality while managing multiple pressing priorities with ease.

Responsibilities

• Provide day to day administrative support to Managing Partner
• Manage and maintain the Managing Partner’s calendar, making sure he is well informed of upcoming commitments, responsibilities, and events and following up appropriately
• Organize and coordinate all personal and business-related travel arrangements for the Managing Partner (air travel, car travel, hotel accommodations, etc.) while utilizing the appropriate travel memberships and accrued benefits effectively
• Coordinate Managing Partner’s work from home arrangements to ensure proper delivery of various high-priority items (i.e. business documents, etc).
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
• Handle matters expeditiously and proactively, follow-through on projects to successful completion, often with deadline pressures
• Managing select attorneys’ calendars and coordinate with firm’s receptionists to schedule conference rooms and order food for in-house meetings.
• Enter time in firm’s time and billing system for select attorneys, including the Managing Partner.
• Process outgoing mail, prepare by-hand packages, FedEx.
• Prepare expense reimbursement sheets for select attorneys.
• Be responsive to emails/texts/phone calls from the Managing Partner, with contact outside normal business hours as needed
• Complete ad hoc projects as assigned by the Managing Partner such as assistance with coordinating personal events and/or family needs
• Use discretion, confidentiality, and good judgment to handle matters 

Requirements

• Bachelor’s degree required
• 2+ years of previous experience working in an executive assistant, high-touch role
• Must demonstrate strong attention to detail, high level of organizational skills, and the ability to multi-task
• Excellent verbal and written communication skills
• Must be able to handle confidential information with the appropriate level of discretion and good judgement
• Proficient in Office 365 – Excel, Word, Outlook, PowerPoint
• Resourceful, highly dependable, and efficient
• A high degree of professionalism, initiative, and independence