Executive Administrative Assistant

The Greene Group; Town/Village of Harrison (NY); On-site; USD 55,000 - 90,000; Full time

Job summary

The Greene Group is assisting a highly respected boutique Westchester law firm in finding an Executive Administrative Assistant who will be the first face clients see and the go-to for day-to-day office operations. You will support the Managing Partner and the Private Wealth, Trusts & Estates team with a range of administrative duties.

Responsibilities include greeting clients, scheduling, overseeing operations, drafting correspondence, and handling billing-related tasks while maintaining strict

Qualifications

• 2+ years of administrative, receptionist, or office coordinator experience.
• Polished, professional demeanor with clients and visitors.
• Strong organizational skills and attention to detail.
• Experience with Outlook, Word, Excel; familiar with legal software like Clio and NetDocs.
• Ability to juggle multiple priorities in a fast-paced, client-focused office.
• Discretion with confidential client and financial information.

Responsibilities

• Serve as front desk contact greeting clients and routing calls.
• Manage scheduling including meetings, rooms, calls, and client signings.
• Oversee day-to-day operations: supplies, mail, deliveries, equipment, vendors.
• Draft and proofread letters, memos, and general correspondence.
• Support Managing Partner with tasks, deadlines, and follow-ups.
• Assist with time entry, billing, expense reports, and client intake.
• Maintain organized files per confidentiality policies.
• Coordinate with attorneys, paralegals, staff to keep office running smoothly.

Skills

Front desk & client interaction

Calendar management

Attention to detail

Multitasking in fast-paced environment

Confidentiality

Tools

Outlook

Microsoft Word

Microsoft Excel

Clio

NetDocs

Job description

Our client, a highly respected boutique law firm in Westchester, is looking for a highly organized, friendly, and proactive Executive Administrative Assistant to keep the office running smoothly. You'll be the first face clients see, the go-to person for day-to-day office operations, and a key support to the Managing Partner and their Private Wealth, Trusts & Estates team.

Responsibilities

• Serve as the front desk point of contact, greeting clients and visitors and answering and routing calls
• Manage scheduling and calendars, including meetings, conference rooms, calls, and client signings
• Oversee day-to-day office operations, including supplies, mail, deliveries, equipment, and vendors
• Draft, format, and proofread letters, memos, and general correspondence
• Support the Managing Partner with administrative tasks, deadline reminders, and follow-ups
• Assist with time entry, billing, expense reports, client intake, and conflict checks
• Keep electronic and physical files organized in line with firm confidentiality and records policies
• Coordinate with attorneys, paralegals, and staff to keep the office running smoothly

Qualifications

• 2+ years of administrative, receptionist, or office coordinator experience, ideally in a legal, financial services, or professional services environment
• Polished, professional demeanor with clients and visitors
• Strong organizational skills and a sharp eye for detail
• Tech-savvy: Outlook, Word, Excel, and comfort learning tools like Clio and NetDocs
• Ability to juggle multiple priorities in a fast-paced, client-focused office
• Discretion with confidential client and financial information