Executive/Personal Assistant-Legal

New York, NY

Top, boutique, midtown, real estate law firm seeks executive/personal assistant with 3-5+ years of experience.  Must be able to prioritize and multi-task in a fast-paced environment with the ability to follow complex instructions, demonstrated resourcefulness and the ability to anticipate needs, take initiative and work independently. Excellent benefit package and compensation will be based on experience. Hours: 9:00am-6:00pm.

General Position Requirements/Duties

• Administrative duties, including but not limited to answering telephones in a professional manner; taking messages and forwarding calls to appropriate parties; processing incoming/outgoing mail; extensive management of ever changing complex calendar; knowledge of office equipment such as printers, facsimile machines, photocopying machines and pdf scanners; opening new client matter accounts (conflict checks, intakes, retainer letter and file opening); organizing and maintaining electronic and paper client files and keeping filing up-to-date; entering attorneys’ time.
• Proofread, photocopy, assemble and distribute prepared materials as necessary. Create reports, documents, spreadsheets and presentations.
• Respond to needs with a sense of urgency, ensuring resolution with appropriate follow-up.
• Organize tasks for maximum efficiency and manage conflicting priorities effectively.
• Maintain confidentiality of all client and firm information and procedures. Handle sensitive and confidential information with a high degree of discretion.
• Liaison between high level executives and outside vendors, as well as family members, and others.
• Coordinate extensive travel including: flights, ground transportation, and detailed itineraries.
• Perform research for upcoming events, travel destinations, projects, or business entities.
• Handle all correspondence, both business and personal, for various households.
• Coordinate and schedule all meeting logistics, including scheduling, invitations, conference call set-up, etc.
• Process and track detailed expense reports, personal bills, invoices, and medical claims.
• Maintain and update contact lists and executive files, both paper and electronic.
• Collaborate with others to maintain smooth and consistent operation of the office.
• Assist with additional projects and other duties as required such as: private events, driver, children, etc.
• Liaison between principal and numerous contractors on various household construction projects.

Knowledge of Microsoft Office is required. Must possess strong attention to detail with excellent verbal and written communication skills. Ideal candidate will be organized, polished, professional, and meets all the listed requirements.