Executive Assistant

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Executive Assistant

Under the general direction of the Director of Office Administration – New York, assigned attorney, other legal personnel, and according to established firm policies and procedures, the Executive Assistant is responsible for providing specialized administrative support and assistance to assigned Attorney pertaining to all aspects of Restructuring. This assignment requires a New York City savvy, client focused individual that is comfortable with a fast-paced Attorney while maintaining professionalism and strict confidentiality as to the daily work, client and contact information and firm matters.

The Executive Assistant plays a pivotal role in providing comprehensive administrative and personal support to the Global Chair of the firm’s Restructuring department including, but not limited to, managing schedules, coordinating client meetings, dining and travel reservations for the Attorney as well as clients, when necessary, handling personal errands, arrange deliveries of packages, gifts and facilitating e-mail and text communications in a clear, concise, and professional manner.

The Executive Assistant ensures seamless operations while working with other members of their support team enabling the Global Chair to focus on strategic and client-focused initiatives.

Essential Duties and Responsibilities include , but are not limited to, the following. Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends and holidays, if needed. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Create, organize, and maintain various lists, charts and databases of personal and client information with a keen eye for detail and accuracy.
• Manage schedules, budgets, and perform data analysis utilizing Microsoft Excel and other relevant technology.
• Assist with the management and expansion of professional networks, maintaining contacts, and leveraging relationships for business or personal tasks including gifting, reservations, and an array of delivery of packages.
• Responsible for visiting client locations, arranging for deliveries and transport on behalf of Attorney.
• Demonstrate extensive knowledge of New York City, showcasing the ability to navigate the city and surrounding areas efficiently and quickly. Recommend local venues, services, and event spaces based on Attorney or client needs.
• Support Attorney and other legal staff during client events that includes coordinating on-site assistance and post-event follow-up.
• Utilize creativity and thoughtfulness in selecting and arranging client gifts, ensuring they are appropriate, timely, and of high quality.
• Work with team members to assist in management of relationships with vendors in areas of sourcing and negotiation while maintaining quality standards.
• Schedule appointments and meetings, arrange for conference rooms and communicate information to all respective parties. Utilize advanced calendaring skills to manage complex schedules, appointments, and commitments with precision.
• Manage extremely busy schedule (including travel arrangements) and address changes on a timely basis, if needed. Coordinate lodging accommodations, air and ground transportation, and itinerary creation and management.
• Organize and process expenses through the firm’s reimbursement system.
• Use discretion and confidentiality in handling all sensitive information with professional and personal matters.
• Answer, screen, and process incoming phone calls and email messages. Note and transmit phone messages. Set up conference calls/meetings …