Executive Assistant

Paul Hastings; New York (NY); On-site; USD 135,000 - 195,000; Full time

Benefits offered by this job

Health benefits

HSA/FSA programs

Paid holidays

401(k) plan with profit sharing

Parental leave

Employee discounts

Transportation and commuter benefits

Job summary

Paul Hastings seeks an experienced Executive Assistant in New York to support our C-Suite executives and coordinate firmwide initiatives. This role requires managing calendars, travel plans, and confidential documents while handling multiple priorities in a fast-paced environment.

The ideal candidate has 5+ years of executive administrative experience, preferably in a professional services or legal setting, and a Bachelor’s degree. Strong communication and discretion are essential.

Qualifications

• Bachelor’s degree preferred and 5+ years of leadership/executive administrative support experience required.
• 7+ years in a professional services or legal environment preferred.

Responsibilities

• Proactively support C-Suite Executives to enhance firm functions and manage confidential matters.
• Maintain executive calendars, arrange detailed travel plans, and prepare documents for meetings.
• Build internal and external relationships through responsiveness, problem-solving, and discretion.
• Manage correspondence, documents, presentations, and related materials with confidentiality.
• Exercise independent judgment while balancing multiple priorities and deadlines.
• Overtime may be required; handle additional related projects as assigned.

Skills

Leadership/executive support

Communication

Education

Bachelor’s degree (preferred)

Tools

MS Word

MS Outlook

MS Excel

MS PowerPoint

WorkSite

Timekeeping/expense apps

Job description

Paul Hastings is a leading international law firm that provides innovative legal solutions to many of the world's top financial institutions and Fortune Global 500 companies. With a strong presence throughout the U.S., Asia, Europe, Latin America, and the Middle East, we have the global reach and extensive capabilities to provide personalized service wherever our clients’ needs take us. As one of the world’s leading law firms, we seek dynamic individuals who share our commitment to service, innovation, and professional growth.

Job Title

Executive Assistant

Location

New York

Regular/Temporary

Regular

Job Description Summary

We have an opening for a motivated Executive Assistant in our New York office to support our C-Suite Executives.

The Executive Assistant will be responsible for supporting C-Suite Executives with coordinating Firmwide initiatives, as well as ensure tracking of key decisions and actions emerging from these activities. The Executive Assistant will also be responsible for managing multiple priorities on a day to day basis and be able to respond quickly and execute on time-sensitive items. This dynamic role requires the ability to communicate effectively, build relationships, anticipate needs, think critically, exercise independent judgment, offer solutions to problems with a high level of confidentiality and professionalism. The Executive Assistant is a highly resourceful team-player and can work in a progressive, fast-paced environment, with competing demands, while remaining flexible, proactive and efficient.

Job Description

• Proactively support C-Suite Executives to enhance the business functions of the firm by anticipating, responding to and facilitating the completion of administrative requests, related to managing the practice of a global law firm and its clients with a high level of confidentiality, diplomacy and discretion;
• Initiate and complete a wide range of administrative tasks including, but not limited to, managing a dynamic appointment calendar, maintaining executive files, arranging detailed travel plans, itineraries, and active agendas, as well as preparing and compiling documents for business meetings;
• Collaborate to strengthen and enhance internal and external client relationships through exceptional influencing skills, availability, responsiveness, problem-solving, accuracy and professionalism;
• Manage the life-cycle of correspondence, documents, spreadsheets, presentations and other materials with a high level of confidentiality and attention to detail;
• Exercise sound independent judgment with strong administrative and organizational skills, while balancing multiple priorities and delivering timely, accurate results;
• Flexibility to work overtime required; and
• Handle additional related projects as assigned.

Proficiencies

• Expert proficiency in rules of English grammar, spelling and punctuation;
• Excellent written and oral communications required with strong ability to meet deadlines and provide results while supporting Firm policy and procedures;
• Advanced proficiency in MS Word and document editing/comparison applications;
• Advanced proficiency in MS Outlook and web-based conference call/web-sharing applications;
• Advanced proficiency in MS Excel and spreadsheet/database applications;
• Advanced proficiency in MS PowerPoint and presentation applications;
• Advanced proficiency in document management applications (WorkSite); and
• Advanced knowledge of timekeeping and expense reporting applications.

Qualifications

• Bachelor’s degree (preferred);
• At least 5 years of leadership/executive administrative support experience (required); and
• 7 years’ experience in a professional services or legal environment (preferred).

The salary wage range for New York that we expect to pay for this position is a minimum of $134,500 and a maximum of $194,750 annually. The actual pay wage may vary based on experience or other relevant factors.

Employees will be provided with an excellent career opportunity in a collaborative environment, in addition to a generous total compensation package with the opportunity to earn bonuses based on individual contribution and firm profitability.

Benefits

• Medical, Dental, Vision, Life/AD&D, Long Term Care, and Short- and Long-Term Disability
• Flexible Spending Accounts and Health Savings Account
• Healthcare Concierge and Advocacy
• Lifestyle Spending Account
• Voluntary 401(k) Plan and Profit Sharing
• 10 Paid Holidays per year and a generous PTO Program
• Family Support including Paid Parental Leave, Fertility Benefits, Breast Milk Shipping, Back-up Child Care, Elder Care, and Tutoring
• Wellbeing programs (Employee Assistance Program, Relationship Support, Mental Health, Menopause and Midlife Health and Well-Being Events)
• Retirement Plan Consulting
• Anniversary Bonus ProgramProfessional Development Programs
• Transportation and Commuter Benefits
• International Travel Insurance
• Critical Illness, Hospital Indemnity and Accident Insurance
• Auto/Home/Pet Insurance
• Prepaid Legal Insurance
• Employee Discounts
• And More!

The Firm fosters an open and inclusive work environment that enables us to provide clients with the innovative thinking of teams rich in talent, experience and creativity. We regularly host programs intended to increase cultural competencies and address key topics related to community, opportunity and inclusion. Learn more about our Global Inclusion initiatives here: Global Inclusion

Paul Hastings is an equal opportunity employer. Pursuant to applicable local law, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the relevant fair chance ordinance.