Executive Assistant

Crowell & Moring; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Crowell & Moring LLP is seeking an Executive Assistant to provide senior-level administrative and operational support to firm leaders across offices. You will manage complex calendars, coordinate meetings and travel, and prepare confidential materials as a trusted liaison.

The ideal candidate demonstrates discretion, superb organizational and communication skills, and the ability to manage multiple priorities in a fast-paced law firm, collaborating with partners and teams to advance leadership

Qualifications

• Strong executive presence, professionalism, discretion, and judgment in supporting senior leaders and handling sensitive firm matters.
• Demonstrated ability to anticipate needs, identify priorities, exercise initiative, and follow through on assignments with limited direction.
• Excellent organizational and time management skills, with the ability to manage multiple priorities, shifting deadlines, competing demands, and confidential matters in a fast-paced environment.
• Excellent written and oral communication skills.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and related firm systems.
• Strong calendar, travel, meeting, and event coordination skills, including the ability to manage complex logistics across offices and time zones.

Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders.
• Proactively manages complex calendars, schedules meetings across offices and time zones, resolves conflicts, confirms logistics, and ensures leaders are prepared for meetings and commitments.
• Serves as a trusted liaison between assigned leaders and attorneys, business professionals, clients, vendors, candidates, and other internal and external contacts, using judgment to route, escalat or respond to matters as appropriate.
• Handles confidential and sensitive firm information with discretion, sound judgment, and careful attention to firm policies, leadership preferences, and need-to-know principles.
• Coordinates leadership meetings, office meetings, retreats, visits, special events, and related follow-up, including agendas, materials, attendance, conference rooms, technology, and catering.
• Prepares, edits, formats, and proofreads correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents for internal and external audiences.
• Coordinates domestic and international travel, prepares detailed itineraries, monitors changes, troubleshoots issues, and prepares, submits, and tracks travel and expense reimbursements.
• Tracks priorities, commitments, approvals, action items, and follow-up matters on behalf of assigned leaders, helping ensure deadlines are met, open items are advanced, and appropriate stakeholders are kept informed.
• Screens, prioritizes, and responds to communications as appropriate, using judgment to determine when to elevate matters or route them to the appropriate resource.
• Supports firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams under the direction of assigned leaders.
• Builds effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other firm departments to deliver seamless support.
• Maintains accurate contact lists, distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provides back-up support and performs other duties as assigned.

Skills

Executive presence

Anticipation

Organizational skills

Communication

MS Office 365

Calendar coordination

Tools

Microsoft Office 365

Job description

Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia that represents clients in litigation and arbitration, regulatory and policy, intellectual property, and transactional and corporate matters. The firm is internationally recognized for representing Fortune 500 companies in high-stakes litigation and government-facing matters, as well as its ongoing commitment to pro bono service and diversity, equity, and inclusion. At Crowell & Moring, exceptional client service begins with exceptional people. We are committed to delivering responsive, high-quality, and professional service to our clients and to one another, while continuously elevating standards of excellence across every aspect of our work.

Job Summary

The Executive Assistant provides senior-level administrative, operational, and coordination support to firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders. This role serves as a trusted point of contact and liaison for internal and external constituencies and supports leaders by managing complex schedules, coordinating meetings and events, preparing confidential materials, arranging travel, tracking follow-up items, and helping advance leadership priorities. The Executive Assistant works independently, anticipates needs, exercises sound judgment, and handles sensitive matters with discretion and professionalism in a fast-paced law firm environment.

Job Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders.
• Proactively manages complex calendars, schedules meetings across offices and time zones, resolves conflicts, confirms logistics, and ensures leaders are prepared for meetings and commitments.
• Serves as a trusted liaison between assigned leaders and attorneys, business professionals, clients, vendors, candidates, and other internal and external contacts, using judgment to route, escalat or respond to matters as appropriate.
• Handles confidential and sensitive firm information with discretion, sound judgment, and careful attention to firm policies, leadership preferences, and need-to-know principles.
• Coordinates leadership meetings, office meetings, retreats, visits, special events, and related follow-up, including agendas, materials, attendance, conference rooms, technology, and catering.
• Prepares, edits, formats, and proofreads correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents for internal and external audiences.
• Coordinates domestic and international travel, prepares detailed itineraries, monitors changes, troubleshoots issues, and prepares, submits, and tracks travel and expense reimbursements.
• Tracks priorities, commitments, approvals, action items, and follow-up matters on behalf of assigned leaders, helping ensure deadlines are met, open items are advanced, and appropriate stakeholders are kept informed.
• Screens, prioritizes, and responds to communications as appropriate, using judgment to determine when to elevate matters or route them to the appropriate resource.
• Supports firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams under the direction of assigned leaders.
• Builds effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other firm departments to deliver seamless support.
• Maintains accurate contact lists, distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provides back-up support and performs other duties as assigned.

Knowledge, Skills and Abilities

• Strong executive presence, professionalism, discretion, and judgment in supporting senior leaders and handling sensitive firm matters.
• Demonstrated ability to anticipate needs, identify priorities, exercise initiative, and follow through on assignments with limited direction.
• Excellent organizational and time management skills, with the ability to manage multiple priorities, shifting deadlines, competing demands, and confidential matters in a fast-paced environment.
• Excellent written and oral communication skills, including the ability to draft, edit, proofread, and format clear, accurate, and professional materials.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and related firm systems, with the ability to learn and use additional software and technology tools.
• Strong calendar, travel, meeting, and event coordination skills, including the ability to manage complex logistics across offices and time zones.
• Abili