Executive Assistant

What the role entails:

Our client is seeking an experienced Executive Assistant, preferably with a background in the legal/professional services industry, to support the Office of the Managing Partner.

The position will directly report to the firm’s Chief of Staff and works closely with the Managing Partner, providing high-touch and informed support and playing a critical role in managing a fast-moving executive office with a high volume of scheduling, recruiting, and administrative activity. This position requires creating a strong, professional impression with colleagues, clients, prospects, and guests.

The ideal candidate is detail-oriented, resourceful, and proactive, with the ability to anticipate needs, manage both routine tasks and complex assignments, and exercise sound judgment in a variety of situations. Success in this role requires a strong sense of ownership and accountability, consistent follow-through, professionalism, polished verbal and written communication, and the organizational discipline to manage competing priorities with urgency and accuracy. The successful candidate will be expected to anticipate next steps and proactively communicate when priorities deadlines, or circumstances change. A high degree of integrity and confidentiality in handling sensitive matters is essential.

Essential responsibilities include:

Administrative and Calendar Management:

• Take full ownership of complex and frequently changing calendars, including scheduling, rescheduling, confirming meetings, maintaining calendar holds, coordinating participants, and ensuring invitations contain accurate and complete information. Anticipate conflicts and logistical issues before they arise and proactively propose solutions.
• Prioritize competing demands, respond to requests expeditiously, and follow through on projects to successful completion, often with deadline pressures.
• Maintain a reliable system for tracking open assignments, deadlines, follow-ups, and outstanding responses; proactively follow matters through to completion and provide timely status updates without requiring prompting.
• Immediately flag potential delays, conflicts, errors, or other issues that could affect a deadline or executive commitment, along with a proposed solution whenever possible.
• Handle various administrative needs including timekeeping, expenses, credit card reconciliations, and maintain client, business, and personal files.
• Open new client matters, including conflict checks and draft engagement letters.
• Provide additional support to management leaders in other departments when needed.

Travel & Event Coordination:

• Plan and manage all aspects of domestic and international travel.
• Coordinate internal and external events, such as executive committee meetings, firmwide meetings, private dinners, and other social events. Responsibilities include arranging lunch orders, setting up conference rooms, and researching event logistics such as venues, catering, and cost comparisons.
• Manage guest and candidate itineraries from start to finish to ensure smooth and welcoming experiences.

Recruiting Support:

• Support lateral recruiting including maintaining applicant files and recruiter fee agreements, transcribe dictated memos, update logs and trackers in a timely manner, draft weekly reports, coordinate interviews, and greet/escort candidates, while maintaining the utmost confidentiality.

Meeting Preparation & Follow-Up:

• Prepare materials for meetings, gather departmental reports, and conduct research as needed.

Professional & Personal Support:

• Track and renew bar admissions, broker licenses, and continuing education credits for the managing Partner.
• Provide personal support as needed to managing Partner.
• Provide reasonable flexibility outside regular business hours when time-sensitive matters arise, including responding to urgent executive support needs, scheduling, or other various tasks.

Required skills:

• Strong organizational ability reflecting demonstrated commitment to accuracy, quality control, and attention to detail, and the capacity to juggle and prioritize multiple tasks seamlessly.
• Ability to operate independently while exercising sound judgment about when to proceed, when to confirm direction, and when to escalate.
• Proactive problem-solving skills with strong decision-making capability.
• Proactive and concise communicator with strong communication judgment, including…