Executive Assistant

skadden; Boston (MA); On-site; USD 60,000 - 90,000; Full time

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP seeks an Executive Assistant for its Boston office (on-site). The role supports senior partners with complex calendaring, travel, and business development activities in a high-demand environment.

The position runs Monday–Friday, 9:30 am–5:30 pm. The firm states visa sponsorship will not be provided for this role and emphasizes confidentiality and professional conduct.

Qualifications

• Flexibility to perform a wide range of tasks beyond routine expectations.
• Demonstrates a high level of professionalism.
• Strong interpersonal and written communication skills.
• Attention to detail in all tasks and records.
• Ability to manage multiple projects with shifting priorities.
• Ability to handle confidential information discreetly.
• Ability to anticipate needs and provide proactive solutions.
• Strong organizational and time-management abilities.
• Ability to work well in a demanding environment.

Responsibilities

• Manages complex, time-sensitive assignments including travel arrangements and calendaring.
• Goes through attorney emails, organizes folders, prioritizes items and files retention structures.
• Anticipates needs and offers proactive solutions.
• Enters attorney time records, prepares expenses and assists with vendor payments.
• Handles document preparation, edits, redlines, PDFs, and quality control.
• Uses Excel and PowerPoint to support attorney work products and presentations.
• Coordinates with Conference Services for meetings, AV setup, catering and external vendors.
• Prepares engagement letters and client/matter memoranda for new business intake.
• Maintains client/matter lists and tracking for billing and activity.
• Supports business development by updating contacts, mailing lists and InterAction entries.
• Tracks business development meetings and reports activity to the BD/Marketing team.
• Builds relationships with client executive assistants and coordinates client gifting.
• Welcomes visitors and delivers responsive client service.

Skills

Flexibility

Professionalism

Interpersonal communications

Detail orientation

Multitasking

Confidentiality

Prioritization

Communication (written)

Team collaboration

Tools

Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)

Job description

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

About Us

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers.

The Opportunity

We are seeking an Executive Assistant to join our Firm. This position will be based in our Boston office (on-site). The shift for this role will be Monday - Friday, 9:30 am - 5:30 pm . The Executive Assistant provides high-level, administrative support to senior partners, including managing complex calendaring, coordinating travel arrangements, and supporting business development and marketing efforts.

Please note that the Firm will not sponsor applicants for work visas for this position.

Responsibilities

Administrative Responsibilities

• Manages complex, time-sensitive assignments, including coordinating domestic and international travel arrangements, processing visa requirements, and maintaining accurate calendaring while proactively flagging conflicts and scheduling requests.
• Proxies into attorney email accounts, when permission is granted, to process incoming messages, organize and maintain folder structures, prioritize action items, and ensure proper filing to retention folders and the Firm's records management system.
• Anticipates attorney needs by proactively identifying potential issues and conflicts, taking initiative to offer solutions and preempt needs before they arise.
• Enters attorney time records, prepares and submits expense reports, and assists with the processing and payment of vendor invoices.
• Handles all aspects of document preparation, including processing edits, generating redlines, creating and converting PDFs, and performing quality control on all work product.
• Utilizes software applications such as Excel and PowerPoint to support and facilitate attorney work product and presentations.
• Coordinates with Conference Services to arrange internal and client meetings, including audio-visual setup, catering, and engagement of external vendors.

Business Intake and Business Development & Marketing

• Prepares engagement letters and new client and matter memoranda and maintains up-to-date active client and matter number lists to support the new business intake process.
• Maintains tracking charts with current records, with a particular focus on billing status and new business activity.
• Collaborates with Client Accounting to ensure client billing remains accurate and up to date.
• Supports business development efforts by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
• Proactively tracks and reports business development meetings and activities to the Business Development & Marketing team.
• Builds and maintains professional working relationships with executive assistants of clients and key contacts, ensures contact records are kept current, and coordinates client gifting initiatives.
• Receives and engages with incoming clients and visitors, delivering responsive, high-quality client service experience.

Other Responsibilities

• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Performs special projects as assigned.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies and procedures.
• Maintains a reliable physical presence in the office four days a week to perform administrative functions and support services, maintaining physical files, and client services.
• Performs other related duties as assigned.

Qualifications

• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations
• Demonstrates a high level of professionalism
• Knowledge of relevant Firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and assignments with shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to synthesize information to prioritize and organize tasks
• Ability to work well in a deman