Executive Assistant

New York, NY

Summary

An Executive Assistant (“EA”) provides proactive administrative support to the Firm’s partners in a leadership capacity and will be considered an integral part of the partner’s practice. An EA also performs duties that can directly affect a partner’s success, such as: business development, client maintenance, and contact management. EAs are also responsible for reducing or managing some of the partner’s administrative duties to give the partner more attorney time. This includes proactively managing the partner’s day-to-day schedule and operations (knowing what must be completed, what is the goal, what are the deadlines, anticipating and reading the moment, collaborating).

Responsibilities

  • Manage and prioritize an extremely active calendar of appointments/events (coordinate, manage and maintain partner schedules, client meetings, speaking engagements, programs, events, and general appointments).
  • Work closely and effectively with partner to keep them well informed of upcoming commitments and responsibilities, be proactive in following up appropriately and providing solutions to conflicts/issues that arise.
  • Take initiative to ensure the partner is prepared for their day and or week and/or meetings and business travel.
  • Screen calls and in-person requests while using excellent judgment when responding to various requests for time in a “gatekeeper” role to ensure the partner’s schedule is followed.
  • Streamline, analyze, compose, and prepare correspondence that is frequently confidential.
  • Copying, reviewing outside mail, scanning, and e-filing documents, and maintaining partner’s files (mostly electronic and some paper).
  • Arrange detailed travel plans and provide itineraries, and agendas; understand travel preferences and affinity programs; work within firm guidelines for travel costs.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
  • Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; and adjusting plans with minimal supervision.
  • Enhance partner’s reputation by accepting ownership for accomplishing new and different requests (e.g., social media coordination).
  • Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and a positive demeanor.
  • Actively seek ways to apply new methods of working, improvements in work processes, and supports an exchange of ideas amongst teams or colleagues.
  • Perform complex, specialized administrative, and secretarial management services using independent judgment.
  • At all times, represent Firm and leadership in a highly polished and professional manner.
  • Perform other related duties as assigned.

Client Billing

  • Review monthly bills for consistency, accuracy, spelling and substance, learning billing practices over time (e.g., usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.).  Assist in the finalization of monthly bills.
  • Respond to client requests for month-end estimates.
  • Assist in monitoring A/R and collections and identify issues.
  • Closely coordinate with billing coordinator to ensure accurate execution of billing and collection instructions and follow-up.
  • For some partners, access may be granted to the Finance Department’s Aderant System for complete ownership and execution of client billing.
  • Possess knowledge for handling and tracking deal wire payments. Provide occasional handling of client investment checks.

Business Development and Client Maintenance

  • Assist partner in business development efforts which may include:  organizing and maintaining the partner’s key contacts including categorization of contacts, adding contacts to relevant lists, and monitoring outreach efforts to key contacts so partner stays in touch with the most important people in his/her network; coordinating with Marketing and Finance on pitch meeting preparation, including ordering relevant background research, sales materials and preliminary budgets; creating or editing PowerPoint presentations; running conflicts; updating the CRM database with relevant lead and pitch information; scheduling and assisting with appropriate follow up items after business development meetings.
  • Support partner with client maintenance by onboarding new clients; ensuring regular contact with key clients; managing LinkedIn and other social media to stay in contact with key clients; review Manzama and Google alerts for client or prospective client news articles; subscribe clients to relevant mailing lists.
  • Support partner in managing their social media (predominantly LinkedIn and Twitter) by drafting messages and posts, connecting with relevant clients, prospects, and other important people in the partner’s network, posting/sharing relevant content.
  • Maintain partner’s bio and social media profile(s) with relevant new information such as new key clients, significant experience.

Practice Administration (may include):

  • Support partner in their relevant practice administration duties, including:
  • Maintaining, creating, or updating relevant reports, including budgets.
  • Project management of key practice administration initiatives.
  • Preparing agendas and materials for practice group meetings, practice administration, or practice group initiatives.

Qualifications

  • Possess a high level of anticipatory skills to prepare for any situation in a seamless manner.
  • Possess excellent judgement and critical thinking skills and be proactive with solutions.
  • Take initiative to analyze areas and processes for improvement and take action to suggest and ultimately implement change.
  • Capable of working independently and making decisions independently but also effective working in and with a team.
  • Possess a high level of accountability. Consistently able to deliver and meet deadlines.
  • Possess the ability to continually evolve and be flexible to the changing needs of the partner(s) and firm.
  • Excellent verbal and written skills. The ability to communicate effectively with employees at all levels across the firm.
  • Possess a high level of integrity, and poise.
  • Bachelor’s degree or relevant degree strongly preferred.
  • 5+ years of experience supporting a law firm Partner or C-Level Executive.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • Working knowledge of Salesforce preferred.

Compensation

The salary range for this position is $107,000 – $145,250, nonexempt. The actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

#LI-Hybrid

 

 

Job Type: Full-time, Hybrid

Salary: $107,000 - $145,250

Date Active: 2.19.2024

Exempt/Not Exempt: Not Exempt

Apply for this Position

  • Accepted file types: docx, doc, pdf, Max. file size: 25 MB.