Executive Administrative Assistant

The Phoenix Group; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

The Phoenix Group is seeking an organized and detail-oriented professional to provide administrative and legal support. This role involves managing calendars, preparing legal documents, and ensuring effective communication within a team.

Successful candidates will demonstrate proficiency in Microsoft Office and legal environments, ensuring high levels of professionalism and problem-solving capabilities. This position offers a dynamic workplace committed to diversity and inclusion.

Qualifications

• 3+ years in a legal/professional services environment preferred.
• Ability to work under pressure and meet deadlines.
• Positive attitude with a collaborative approach.

Responsibilities

• Manage calendars and scheduling for meetings.
• Handle telephone support and correspondence.
• Prepare, edit, and format legal documents.

Skills

Organizational skills

Attention to detail

Effective communication

Problem-solving skills

Teamwork

Proficiency in Microsoft Office

Familiarity with legal environments

Tools

3E

InTapp

iManage

Chrome River

Adobe Acrobat

Job description

Responsibilities

• Provided administrative and legal support to attorneys while maintaining strict confidentiality of firm and client information.
• Managed calendars, Outlook contacts, and Microsoft Teams scheduling for internal and external meetings.
• Handled telephone support, correspondence, and proactive monitoring of attorney mail (electronic and physical).
• Performed attorney time entry, client billing, new matter intake, and engagement documentation using 3E and InTapp.
• Processed expense reports and invoices through Chrome River.
• Coordinated domestic and international travel arrangements.
• Prepared, edited, and formatted legal documents, presentations, and reports, including PDF/Word conversions, redlines, and PowerPoint materials.
• Maintained electronic records and document management in iManage, ensuring accuracy and organization.

Qualifications

• Strong organizational and electronic record-keeping skills.
• Excellent proofreading skills with strong attention to detail.
• Effective written and verbal communication abilities.
• Ability to work under pressure, meet deadlines, and adapt to changing priorities.
• Strong problem-solving skills and high level of professionalism.
• Positive attitude and collaborative, team-oriented approach.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; Adobe Acrobat experience.
• Familiarity with legal/professional services environments (3+ years preferred).

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.