Executive Assistant

Overview

The Executive Assistant position entails providing comprehensive administrative assistance to associates and partners, predominantly supporting one of the founding partners directly as a dedicated point of contact.

Key Responsibilities

• Serve as the main administrative liaison between attorneys and both internal and external stakeholders.
• Handle incoming calls on behalf of assigned attorneys promptly and professionally.
• Gain an in-depth understanding of attorneys' workflows, client relationships, and personal work preferences.
• Draft, review, and format various documents including correspondence, presentations, spreadsheets, and memos.
• Organize shipping logistics including labeling packages, coordinating courier services, and monitoring shipment progress.
• Arrange detailed travel plans and accommodations for attorneys, including complete travel itineraries.
• Coordinate meeting catering as required.
• Manage vendor and client billing by processing invoices through the firm's system and addressing any discrepancies.
• Regularly reconcile attorneys' American Express accounts and submit expense reimbursements.
• Accurately proofread and enter timekeeping data and assist with monthly client billing reviews to resolve any issues.
• Prepare vendor agreements and gather necessary documentation.
• Maintain attorneys' calendars by scheduling and adjusting appointments and sending timely reminders.
• Oversee business contact management and development activities via Intapp software.
• Perform general office duties such as printing, copying, scanning, and filing documents.
• Compile and circulate relevant news articles after converting them to PDF format.
• Provide assistance in organizing internal and external firm events.
• Support special projects spanning multiple departments.
• Notarize official documents as required.
• Offer backup support for fellow assistants when needed.

Qualifications and Skills

• Bachelor’s degree is preferred with a minimum of one year experience in an administrative support role.
• Proficiency with Microsoft Outlook and associated Office tools.
• Strong organizational, analytical, troubleshooting, and meticulous attention to detail.
• Excellent verbal and written communication abilities.
• Capable of working independently as well as collaboratively within a team.
• Effective interpersonal skills and the ability to communicate clearly and concisely.
• Robust research and analytical capabilities.
• Willingness to undertake a range of tasks spanning both high-level and routine duties enthusiastically.

Compensation and Additional Information

This role is classified as non-exempt and offers an annual base salary ranging between $75,000 and $115,000, depending upon experience. Total compensation is expected to increase beyond the base salary due to factors such as gap pay, overtime, year-end bonus, and benefits.