Executive Chief of Staff

New York, NY

Summary

The Executive Chief of Staff will serve as an advisor to the Executive Partner with respect to his role and responsibilities for the Firm. The Executive Chief of Staff will work with and report directly to the Executive Partner, relaying messages and ideas from and to other senior partners and executive leaders of the firm.

Primary Responsibilities and/or Essential functions:

• Assist Executive Partner with identifying the areas where they must direct their focus and identifying metrics for success. Revisiting regularly and evaluating progress.
• Strategically manage the Executive Partner’s time.

o Working with executive assistant, look at long‐term travel calendar, evaluate opportunities and determine fit with priorities.

o Oversee daily operations through collaboration with senior management and department leaders, performing an array of administrative tasks from and ensuring that deadlines are being met, drafting correspondence, maintaining hard copy and electronic files, and planning meetings (i.e., drafting agendas, maintaining task lists and ensuring follow through on action items).

o Meeting preparation and follow up. Review upcoming meetings for the week/month to ensure that the Executive Partner has all of the information needed to be as productive as possible and working with the Executive Assistant to send agendas or documents to meeting attendees as necessary.

• Travel to offices outside of New York with the Executive Partner as needed.
• Assist with development of business plans and development of strategy. Help to identify and evaluate strategic areas for growth.

• Coordinate with department/office heads regarding the implementation of their business plans in order to measure success and overall progress.

• Review internal and external communications: review firm reports, speeches or presentations as needed for the Executive Partner.

• Act as a gatekeeper, ensuring the Executive Partner’s involvement in a project or decision‐making process occurs at the right moment.

• Work with appropriate department personnel, large cross‐functional firm‐wide projects or initiatives such as firm retreats, annual partner meeting and other high‐profile firm events to ensure consistency in execution and that the Executive Partner’s involvement is well coordinated and effective.

Knowledge, Skills & Abilities

• 7+ years in a business or executive management role or as a chief of staff in business, government or the military.
• Previous legal or professional services administration experience a plus
• Proven experience organizing and directing multiple teams and departments
• Excellent communicator in written and verbal form
• Strong interpersonal skills to interact with various administrative groups and to work closely with lawyers of all levels within a large law firm setting.
• Strong follow‐up skills and the ability to be persuasive in managing priorities
• Excellent listening skills, strong diplomatic and influencing skills.
• Experience planning and leading strategic initiatives
• Experience with data/financial analysis and budget management
• Proven problem‐solver who can make clear‐headed decision while under pressure
• Nimble business mind with a focus on developing creative solutions 

Education/Certifications

• Master’s degree in Business Administration or similar field preferred

Competencies

• Accepts responsibility for the quality and timeliness of work; understands how performance affects business results. Consistently strives to improve performance. Adheres to Firm policies.
• Analyzes problems, develops effective solutions and understands implications of solutions.
• Makes appropriate and timely decisions.
• Communicates clearly and concisely in written/verbal communications. Proactively communicates to facilitate work, teamwork and efficiency. Chooses appropriate communication tools and utilizes technology to facilitate communications where appropriate.
• Conveys a positive image of the Firm. Responds professionally, thoroughly, and courteously to internal/external clients. Produces high quality work; is efficient, accurate and has good attention to detail; displays high level of personal integrity.
• Works effectively with co‐workers as part of the team to get the job accomplished. Flexible and open‐minded and values diversity.
• Actively listens and interacts with others in a tactful, respectful, and positive manner.

Senior Management Competencies

Leadership

Has vision and plans for the future, establishing direction and focus for areas of responsibility; anticipates changes; establishes priorities; works efficiently. Is able to use influence to develop ideas and achieve goals; shows initiative in bringing forth new ideas or techniques – self‐motivated; able to effectively analyze situations, resolve problems and make appropriate and timely decisions within scope of responsibility.

 Interpersonal Skills 

Speaks and writes clearly and convincingly; addresses employees at all levels with appropriate respect and sensitivity to diversity. Communicates effectively and in a timely fashion using the proper medium for the circumstances; is responsive and customer service oriented. Acts with integrity, is open and honest and shows fairness and impartiality in all interactions; shows respect for individuals and diverse opinions. Works well with other areas, at all levels and across departments. Uses feedback to develop and grow professionally. 

Management Skills

Provides employees with clear expectations; appropriate, timely and honest feedback and encourages staff development; follows policies and procedures; adheres to deadlines; takes a “Firm‐minded” approach to the management of areas of responsibility; sensitive to the realities of organizational politics and structure –adapts and considers these factors in the development and implementation of programs in areas of responsibility. Controls operating costs and works within budgets effectively.