Executive Assistant

Partners In Law; New York (NY); On-site; USD 90,000 - 150,000; Full time

Job summary

Partners In Law in New York seeks an experienced Executive Assistant to support the Office of the Managing Partner, reporting to the Chief of Staff and collaborating with the Managing Partner.

The role demands exceptional organizational skills, discretion, proactive problem solving, and polished written and verbal communication to manage calendars, travel, events, recruiting support, and confidential matters.

Qualifications

• Bachelor’s degree required.
• Minimum 5 years supporting a C-suite or high-level executive.
• Experience handling complex calendars and confidential matters.

Responsibilities

• Own complex and frequently changing calendars; schedule and coordinate meetings.
• Plan domestic and international travel and events; manage logistics.
• Prepare meeting materials and conduct research as needed.
• Support recruiting activities and vendor coordination where required.
• Handle timekeeping, expenses, and confidential files.

Skills

Calendar management

Communication

Problem solving

Independent work

Discretion

Relationship building

Education

Bachelor’s Degree

Tools

Microsoft 365

Evernote

iManage

BigHand

Job description

Our client is seeking an experienced Executive Assistant, preferably with a background in the legal/professional services industry, to support the Office of the Managing Partner.

The position will directly report to the firm’s Chief of Staff and works closely with the Managing Partner, providing high-touch and informed support and playing a critical role in managing a fast-moving executive office with a high volume of scheduling, recruiting, and administrative activity. This position requires creating a strong, professional impression with colleagues, clients, prospects, and guests.

The ideal candidate is detail-oriented, resourceful, and proactive, with the ability to anticipate needs, manage both routine tasks and complex assignments, and exercise sound judgment in a variety of situations. Success in this role requires a strong sense of ownership and accountability, consistent follow-through, professionalism, polished verbal and written communication, and the organizational discipline to manage competing priorities with urgency and accuracy. The successful candidate will be expected to anticipate next steps and proactively communicate when priorities, deadlines, or circumstances change. A high degree of integrity and confidentiality in handling sensitive matters is essential.

Essential responsibilities include:

Administrative and Calendar Management:

• Take full ownership of complex and frequently changing calendars, including scheduling, rescheduling, confirming meetings, maintaining calendar holds, coordinating participants, and ensuring invitations contain accurate and complete information. Anticipate conflicts and logistical issues before they arise and proactively propose solutions.
• Prioritize competing demands, respond to requests expeditiously, and follow through on projects to successful completion, often with deadline pressures.
• Maintain a reliable system for tracking open assignments, deadlines, follow-ups, and outstanding responses; proactively follow matters through to completion and provide timely status updates without requiring prompting.
• Immediately flag potential delays, conflicts, errors, or other issues that could affect a deadline or executive commitment, along with a proposed solution whenever possible.
• Handle various administrative needs including timekeeping, expenses, credit card reconciliations, and maintain client, business, and personal files.
• Open new client matters, including conflict checks and draft engagement letters.
• Provide additional support to management leaders in other departments when needed.

Travel & Event Coordination:

• Plan and manage all aspects of domestic and international travel.
• Coordinate internal and external events, such as executive committee meetings, firmwide meetings, private dinners, and other social events. Responsibilities include arranging lunch orders, setting up conference rooms, and researching event logistics such as venues, catering, and cost comparisons.
• Manage guest and candidate itineraries from start to finish to ensure smooth and welcoming experiences.
• Support lateral recruiting including maintaining applicant files and recruiter fee agreements, transcribe dictated memos, update logs and trackers in a timely manner, draft weekly reports, coordinate interviews, and greet/escort candidates, while maintaining the utmost confidentiality.

Meeting Preparation & Follow-Up:

• Prepare materials for meetings, gather departmental reports, and conduct research as needed.

Professional & Personal Support:

• Track and renew bar admissions, broker licenses, and continuing education credits for the managing Partner.
• Provide personal support as needed to the managing Partner.
• Provide reasonable flexibility outside regular business hours when time-sensitive matters arise, including responding to urgent executive support needs, scheduling, or other various tasks.

Required skills:

• Strong organizational ability reflecting demonstrated commitment to accuracy, quality control, and attention to detail, and the capacity to juggle and prioritize multiple tasks seamlessly.
• Ability to operate independently while exercising sound judgment about when to proceed, when to confirm direction, and when to escape.
• Proactive problem-solving skills with strong decision-making capability.
• Proactive and concise communicator with strong communication judgment, including the ability to distinguish between matters requiring immediate attention, routine follow-up, and issues that should be escalated.
• Exceptional written and verbal communication, drafting, and proofreading skills.
• Discretion with sensitive information and commitment to top-tier client service.
• High emotional maturity and the ability to build relationships with stakeholders, including an executive committee, attorneys, and management team. Proven ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Highly resourceful and collaborative team player who is also extremely effective working independently.
• Warm, approachable, professional presence when interacting with colleagues, clients, candidates, and vendors.
• Proficiency in Microsoft 365; working knowledge of Evernote, BigHand, and iManage a plus.
• Marketing/business development and legal billing experience preferred.

Qualifications:

• Bachelor’s Degree
• Minimum 5 years of professional work experience supporting a high-level executive on both business and personal matters. Prior experience independently managing a demanding executive's calendar and competing priorities in a high-volume environment strongly preferred.