Job Details

Key Responsibilities

Executive Support

• Manage a wide range of administrative responsibilities, including expense reports, invoice approvals, timesheets, and preparation of meeting materials.
• Draft, edit, and format routine correspondence and highly confidential documents, including PowerPoint presentations and executive communications.
• Maintain confidential files and records outside the Firm's Records Center.
• Proactively identify and implement process improvements and administrative efficiencies.
• Leverage AI tools to enhance workflow and streamline administrative tasks.

Calendar & Meeting Management

• Manage complex executive calendars, exercising discretion and sound judgment to prioritize competing demands.
• Coordinate meetings across multiple domestic and international offices.
• Organize high-level meetings with Firm leadership, collaborating closely with stakeholders and their assistants to ensure seamless execution.
• Prepare agendas, gather materials, and manage all logistics including scheduling, room setup, and distribution of meeting materials.
• Anticipate needs and ensure executives are fully prepared for internal and external meetings.

Travel & Office Coordination

• Arrange complex domestic and international travel, including detailed itineraries and coordination with internal offices and external contacts.
• Research international travel requirements and facilitate necessary documentation.
• Coordinate in-office meetings and client visits to ensure efficient scheduling and prioritization.

Qualifications

• 5+ years of experience supporting senior executives or professional services leaders; law firm experience preferred.
• Exceptional communication and interpersonal skills, with the ability to interact confidently and diplomatically at all levels.
• Proven ability to handle highly confidential information with discretion and professionalism.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Chrome River preferred.
• Strong research skills and comfort using electronic databases.
• Excellent organizational and time management skills with the ability to manage multiple, detail-intensive priorities simultaneously.
• Strong analytical skills and sound independent judgment.
• Meticulous attention to detail and strong follow-through.
• Ability to remain composed under pressure and manage competing demands in a fast-paced environment.
• Flexibility to work extended hours as needed.
• Experience using AI tools to support administrative work is a plus.