Executive Assistant

New York, NY

Summary

The [Senior] Executive Assistant is primarily responsible for providing high-level administrative support to the Co-Chair of the Firm’s Board and ExCo and Chair of the firm’s US business.  This requires strong collaboration, interpersonal, organizational, and time management skills, and outstanding attention to detail and precision. The [Sr.] Executive Assistant will regularly interface with clients and lawyers and business professionals at all levels of the firm’s global offices, departments, and practice groups.  The [Sr.] Executive Assistant must have strong communication skills (verbal and written) and must be personable, professional, discreet, and flexible. 

Responsibilities

  • Provide high-touch telephone coverage, taking and delivering accurate messages promptly and ensuring timely and appropriate responses
  • Review and support the management of high-volume email, including, for example, drafting responses and identifying, prioritizing and elevating time-sensitive and important emails requiring attention
  • Manage highly active and fluid calendar, including scheduling senior-level internal/external meetings, video conferences and telephone calls across time zones, and organizing meeting spaces, reference materials and other logistics
  • Manage complex travel arrangements, including booking air travel, hotels and local transportation, and preparing travel portfolios consisting of travel itineraries, tickets, meeting and event schedules, and reference materials
  • Support special projects and initiatives in coordination with other members of the firm’s senior management team
  • Manage expense reimbursements, ensuring accurate and timely processing
  • Develop and maintain collaborative relationships with clients, lawyers and firm professionals at all levels, as well as with other external parties
  • Compose emails and create, edit, format and proofread letters, memos, presentations and other documents as necessary
  • Maintain confidential information with the utmost care and discretion
  • Manage the entry of client/matter and firm leadership diaries in on-line timekeeping system
  • Collaborate with legal and business professional teams as needed to facilitate conflicts checks and support the preparation of draft engagement letters, budgets and special billing arrangements for new client matters
  • Handle other miscellaneous administrative duties, including, e.g., photocopying, scanning, and printing
  • Assist with personal requests (e.g., maintaining personal files, contacts, calendar)
  • Perform other duties and responsibilities as assigned

Knowledge, Skills & Attributes

Judgment & Discretion: Exhibits strong judgment and the ability to make sound decisions in a fast-paced work environment; swiftly refers issues to appropriate colleagues; works independently and effectively with limited supervision or guidance; displays a high degree of discretion and ability to maintain confidentiality with confidential and sensitive information

Initiative: Anticipates and resolves issues proactively; utilizes analytical skills and a broad understanding of the business to effectively identify and action issues; seeks clarification when needed

Task Management: Leverages strong day-to-day organizational skills and attention to detail to balance conflicting priorities, manage workflow, meet deadlines and deliver accurate and timely work product

Adaptability: Demonstrates flexibility and maintains composure and a positive demeanor in the face of rapidly shifting priorities

Client Service: Interacts professionally with clients, lawyers and business professionals at all times; responds promptly and accurately to requests

Business Understanding: Demonstrates an awareness of fundamental business principles and the overall industry in which the business operates

Time Management: Determines the appropriate allocation of time to tasks and assignments to meet expectations and deadlines

Workspace Management: Effectively manages the workspace (i.e., keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)

Listening skills: Understands the importance of listening carefully and actively to ensure accurate understanding of instructions and assignments

Presentation skills: Speaks with confidence using clear, concise sentences

Written skills: Produces clear, thoughtful and accurate professional correspondence free of grammatical and spelling errors

Telephone/E-mail: Consistently exhibits professional verbal and written communication skills

Team Player: Works as a collaborative and trusted member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals

Computer/Technical Skills: Displays strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint, as well as Adobe, and demonstrates the ability to adapt to new technology and necessary skill development

Education & Experience

  • College degree preferred
  • At least 5-7 years of prior work experience in a mid to large size legal or other professional services organization
  • Prior experience supporting high level executives and/or senior management

Physical Activity/Other Miscellaneous

  • Ability to work outside standard business hours as needed
  • Ability to work from the firm’s New York office consistent with firm policy, maintaining flexibility to be in the office five days a week as required
  • Able to lift and carry up to 15 pounds

Reports to: Co-Chair of the Firm’s Board and Ex-Co and Chair of the Firm’s US Business

[+ Administrative Reporting Line]

 

 

Job Type: Full-time, Hybrid

Salary: No value

Date Active: No value

Exempt/Not Exempt: Exempt

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