Administrative Assistant

Cole-Frieman & Mallon LLP; New York (NY); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Competitive salary

Paid time off

Paid holidays

Benefits package (medical, dental, 401

Job summary

Cole-Frieman & Mallon LLP in New York seeks an Executive Assistant to independently manage administrative operations and own assigned business processes supporting attorneys and firm initiatives. This role requires independent judgment, cross-functional coordination, and the ability to drive operational improvements across offices.

The position focuses on partnering with executives, leading admin initiatives, and mentoring staff, with a compensation range of $75,000–$95,000 and a comprehensive

Qualifications

• Bachelor’s degree in business administration or a related field.
• 5+ years supporting senior executives or leadership.
• Advanced business operations, project management, and executive partnership experience.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Adobe Acrobat, and MS Teams scheduling).

Responsibilities

• Serve as the primary strategic administrative partner to assigned executives.
• Coordinate confidential matters requiring sound judgment and discretion.
• Lead firmwide administrative initiatives and improve operational processes.
• Develop administrative standards and best practices.
• Mentor and develop administrative staff and support succession planning.
• Manage cross-functional projects from planning through implementation.
• Represent executives in communications with stakeholders.

Skills

Executive support

Project management

Operations optimization

Discretion & professionalism

Stakeholder communication

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Job description

Cole-Frieman & Mallon LLP (“CFM”) is a prestigious boutique law firm based in San Francisco with a robust national practice, representing hedge fund managers, venture fund managers, and other asset managers. Our firm has the largest hedge fund practice in California and launches around 300 funds each year.

We are seeking an Executive Assistant to join our growing team. The Executive Assistant independently manages administrative operations and owns assigned business processes that support attorneys, office operations, and firm initiatives. This role exercises independent judgment, coordinates cross-functional activities, identifies opportunities for operational improvement, and serves as a resource for other administrative professionals.

Work Location & Schedule:

• New York Office: Monday to Friday, 8:30AM to 4:30PM.

Key Responsibilities

Executive Partnership

• Serve as the primary strategic administrative partner to assigned executives.
• Anticipate executive needs and proactively manage priorities.
• Coordinate confidential matters requiring sound judgment and discretion.
• Represent executives in communications with internal and external stakeholders.

Strategic Operations

• Lead firmwide administrative initiatives.
• Improve operational processes across multiple offices.
• Develop administrative standards and best practices.
• Recommend operational improvements to leadership.
• Manage cross-functional projects from planning through implementation.
• Coordinate organizational initiatives involving multiple departments.
• Lead change management efforts related to administrative operations.
• Monitor project progress and communicate status to leadership.

Operational Leadership

• Develop administrative procedures and workflow improvements.
• Guide implementation of new technologies and operational processes.
• Evaluate administrative resource needs and recommend solutions.
• Promote consistency in service delivery across offices.

Leadership & Development

• Mentor and develop administrative staff.
• Support succession planning and cross-training initiatives.
• Foster collaboration and continuous improvement within the administrative team.

Qualifications:

• Bachelor’s degree in business administration or a related field.
• 5+ years supporting senior executives or leadership
• Advanced business operations, project management, and executive partnership experience
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, Adobe Acrobat, and MS Teams scheduling).

Core Competencies:

• Professionalism and discretion
• Organization and time management
• Client service orientation
• Integrity

Preferred Qualifications:

• Extensive experience supporting C-suite executives, partners, or senior leadership.
• Proven ability to anticipate executive needs and proactively manage competing priorities.
• Experience leading complex operational or strategic initiatives.
• Demonstrated success improving organizational processes and administrative operations.
• Exceptional communication and relationship-building skills with executives, clients, and stakeholders.
• Strong executive presence and ability to represent leadership professionally.
• Experience managing highly confidential and sensitive business matters with discretion.
• Demonstrated ability to influence without formal authority and collaborate across departments.
• Advanced project management, organizational, and problem-solving skills.
• Experience in a law firm, professional services, financial services, or similarly fast-paced professional environment strongly preferred.

Compensation Range: $75,000 -$95,000 annually

We offer a competitive salary, paid time off, paid holidays, and a comprehensive benefits package, including medical, dental, and a 401(k) plan.

CFM is an equal opportunity employer. Cole-Frieman & Mallon works closely with some of the nation’s most prominent investment funds. We are dedicated to attracting, developing, and retaining a diverse community of professionals. We are proud of each team member’s role in offering distinguished service to our clients, and we acknowledge the value that potential candidates can deliver to our firm.