Executive Assistant

The Executive Assistant (EA) is a strategic collaborator who will provide high-level support to Sr. Business Leaders and Partners across the firm. This position combines executive assistance and general administration responsibilities. The EA will work to ensure smooth daily operations. We are seeking a highly organized, proactive, detail-driven professional and ambitious individual with extensive experience supporting Sr. Business Leaders and/or Partners across multiple time zones. A successful candidate will thrive in an autonomous role, demonstrate strong teamwork skills, and excel in a fast-paced environment. All responsibilities must be executed in strict adherence to firm protocols, policies, procedures, and best practices.

Supervisor: Regional Operations Lead, Americas

Location: New York

In Office: Three days a week in office (Tuesday – Thursday)

Primary Responsibilities Executive Assistance:

• Provide confidential, comprehensive administrative support collaborating closely with key stakeholders, keeping them well informed of deadline and responsibilities, and following up appropriately.
• Own and proactively manage complex calendars acting as a strategic gatekeeper, including, but not limited to, managing workflows, protecting time and aligning with departmental priorities, scheduling appointments, meetings, coordinating planning and prioritizing time-sensitive requests.
• Serves as liaison for smooth communication between Partners and other Sr. Business Leaders within the firm.
• Manage client communications as requested whilst ensuring adherence to client requirements and Attorney preferences.
• Ensure accurate and diligent recording of Attorney time, collaborating with relevant teams as needed.
• Support the monthly client billing process by proactively ensuring invoices are reviewed and approved within the set deadline, working with billing to ensure the same.
• Manage multiple tasks and projects, prioritizing daily procedures to ensure completion according to deadlines.
• Manage complex global travel arrangements and logistics, to include booking flights, hotels, local transfers, restaurants and hotels in conjunction with the travel team and in line with our travel policy.
• Assist in planning Business Development (BD) meetings, events, conferences, dinners etc.
• Works with CRM team to ensure all contacts and marketing preferences are correctly recorded, drawing down reports and conducting research into contacts, as necessary.
• Collaborate with Attorney Admissions and Compliance & Risk to ensure all regulatory matters are addressed and requirements met.
• Provide backup coverage to another EA team, as requested. Assist with additional tasks as directed by management, demonstrating flexibility and dedication to the firm’s success.

Requirements

• Minimum of 5 years of experience in an Executive Assistant role supporting Sr. Business Leaders and/or Partners.
• Bachelor’s degree in finance or business administration.
• Professional services and/or law firm experience is essential.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and desirable to have knowledge of Chrome River, iManage, HALO and other firm software applications with the ability to adapt quickly to new systems and technologies as they are introduced. Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
• Ability to plan, organize and carry out multiple related activities.
• Ability to work under tight deadlines and multi-task with detailed responsibilities for various aspects of the firm’s work.
• Must have the ability to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and state and federal regulations.
• Ability to work across several different departments in a fast-growing office environment.
• Must be flexible to respond quickly and positively to shifting demands and opportunities.
• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.
• Must demonstrate discretion and maintain strict confidentiality when dealing with sensitive information.

At the time of posting, the salary range for this role is $85,000 (min) – $125,000 (max). This range is based on a full-time work schedule….