Full Job Description
Title: EXECUTIVE ASSISTANT
Summary:
The Executive Assistant is responsible for reporting directly to and providing support to the Partner
and other Key Executives. You are a trusted support professional who understands what it means to partner with and support dynamic leaders. The ideal individual will exercise good judgment, have expert-written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must be able to work under pressure at times and handle a wide variety of activities, as well as personal and confidential matters with discretion.
Essential Duties:
- Manages extremely active calendars of appointments; maintains updated contacts.
- Prioritizes inquiries and meeting requests while troubleshooting conflicts.
- Uses good judgment and recommendations to ensure smooth day-to-day engagements.
- Works closely with Partner and Key Executives to keep them well informed of upcoming commitments.
- Reviews calendars in advance to ensure Partner and Key Executives have all information needed.
- Arranges complex and detailed travel plans and itineraries for domestic/international travel.
- Anticipates, prioritizes and assists in the preparation for meetings and presentations.
- Disburses agendas and/or documents to meeting attendees as necessary.
- Exercises a high degree of professionalism in dealing with diverse groups of people, including, but not limited to, elected officials, dignitaries, board members, senior executives, community leaders, etc.
- Reacts with appropriate levels of urgency to situations that require quick response or turnaround.
- Assists in the management of the departmental team, including coordinating and working with the team on projects and tasks, managing workflow and developing process improvements.
- Expert level written and verbal communication skills, proofreading.
- Receives, reads, and routes incoming mail.
- Drafts acknowledgement letters and personal correspondence.
- Answers phone and routes calls as needed to appropriate members within the firm.
- Manages multiple time-sensitive projects.
- Preparation and tracking of reimbursements.
- Maintains a high level of integrity and discretion in handling confidential information.
- Makes personal appointments and schedule home repairs.
- Plans and coordinate events, as requested.
- Works closely with legal administrative staff to create a cohesive and functioning team.
- Maintains regular and punctual attendance.
Education, Experience and Skills Required:
- Minimum of Bachelor’s Degree.
- Strong work tenure; 5 – 10 years supporting C-Level Executives or Managing Partner(s)
- Expert verbal and written skills, including strong command of spelling, punctuation, and grammar.
- Previous experience assisting in the management of a team.
- Interpersonal skills to maintain strong client and co-worker relationships.
- Highly organized and has acute attention to detail.
- Confidentiality; Dependability.
- Types a minimum of 60 wpm.
- Proficient knowledge of typical office equipment including multi-line phones, multi-function machines, cost recovery equipment, etc.
- Proficient in Microsoft Word, Outlook, Excel, PowerPoint, and Nuance PDF.
Physical Requirements:
- Standing and walking regularly, up to two hours per day.
- Sitting position, static for up to one-half hour at a time, up to six hours per day.
- Lifting and carrying up to 20 pounds occasionally.
- Bending and stooping regularly, up to one hour per day
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: Multiple Locations
