Executive Assistant

New York, NY

Summary

The [Senior] Executive Assistant is primarily responsible for providing high-level administrative support to a a Co-Chair of the Firm’s board.  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 itinerary, 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 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

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