Executive Assistant

Senior Executive Assistant

Position Overview

The Senior Executive Assistant delivers strategic administrative and operational support to the firm’s executive leadership team. Acting as a trusted partner, this individual helps drive daily operations by managing competing priorities, handling confidential information with discretion, and ensuring executives remain organized and focused on high-value initiatives.

This position requires exceptional judgment, strong organizational skills, and the ability to work independently in a fast-paced legal environment. The Senior Executive Assistant regularly collaborates with partners, attorneys, senior leaders, and cross-functional teams throughout the firm.

Because this role supports executive leadership, flexibility to occasionally work outside of normal business hours is expected when business needs require.

Key Responsibilities

Executive Support & Administrative Operations

• Provide comprehensive executive support while exercising sound judgment and maintaining strict confidentiality.
• Serve as the primary administrative resource for assigned attorneys and firm leaders.
• Monitor incoming emails, calls, and correspondence, prioritizing requests and directing matters appropriately.
• Anticipate executive needs by tracking deadlines, commitments, and follow-up items.
• Prepare, edit, and proofread presentations, reports, correspondence, and other business documents to ensure quality and consistency.
• Maintain executive contact lists, records, and internal databases.
• Coordinate incoming and outgoing mail, courier requests, and shipping needs.
• Process expense reimbursements and vendor invoices while monitoring approvals and resolving discrepancies.
• Coordinate legal work through centralized support teams and monitor progress to completion.
• Meet regularly with executives to review priorities, upcoming commitments, and ongoing initiatives.

Calendar & Meeting Coordination

• Manage complex executive calendars, balancing multiple priorities while maximizing productivity.
• Schedule meetings with internal and external stakeholders and communicate meeting details to all participants.
• Maintain real-time awareness of executive schedules and respond quickly to changing priorities.
• Organize meeting logistics, including agendas, presentation materials, conference room setup, technology needs, and catering.
• Attend meetings when requested, document key discussion points, track action items, and ensure follow-up tasks are completed.
• Partner closely with administrative staff and business support teams to coordinate scheduling across departments.

Travel Coordination

• Arrange domestic and international travel in collaboration with the firm’s Travel Department.
• Prepare detailed travel itineraries, confirmations, and supporting documentation.
• Monitor travel plans and communicate schedule updates, delays, or changes promptly.
• Provide assistance with internal travel systems and travel-related administrative processes.

Billing & Time Management

• Oversee attorney time entry by reviewing submissions for accuracy, assigning appropriate billing codes, ensuring compliance with client billing requirements, and submitting entries on schedule.
• Partner with the billing department to review and edit pre-bills, resolve discrepancies, coordinate revisions with attorneys, and finalize client invoices.
• Respond to billing-related requests and assist attorneys in resolving client invoicing questions efficiently.

Records & Document Management

• Maintain organized electronic and physical filing systems to ensure efficient document storage and retrieval.
• Manage document retention, file archiving, off-site storage, and ongoing records maintenance to support compliance and operational efficiency.

Project & Operational Support

• Assist with strategic initiatives by gathering, organizing, and summarizing information for executive review.
• Independently coordinate projects from initiation through completion while keeping stakeholders informed of progress.
• Recommend and implement process improvements that increase administrative efficiency and enhance executive support.

Technology

• Advanced knowledge of Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to quickly learn and effectively utilize firm-specific software, systems, and emerging technologies.

Qualifications

• Bachelor’s degree preferred; high school diploma or equivalent required.
• Min…