Executive Assistant

skadden; New York (NY); Hybrid; USD 70,000 - 120,000; Full time

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP in New York seeks an Executive Assistant to provide high-level administrative support to senior partners. The role includes managing complex calendaring, coordinating travel, and supporting business development and marketing efforts, with a hybrid in-office/remote schedule.

Visa sponsorship is not available. The assistant will manage time-sensitive assignments, oversee travel, proxy into email accounts, and handle document preparation, expense reporting,

Qualifications

• Flexibility and willingness to perform a wide range of tasks beyond routine expectations.
• Demonstrates a high level of professionalism.
• Knowledge of Word, Outlook, Excel, PowerPoint with ability to learn new software.
• Demonstrates effective interpersonal and communication skills, both verbally and in writing.
• Demonstrates close attention to detail.
• Ability to handle multiple projects and 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 demanding and fast-paced environment.
• Ability to work well independently.

Responsibilities

• Managing complex calendaring and scheduling for senior partners.
• Coordinating domestic and international travel arrangements.
• Proxies into attorney email accounts to organize messages and filing.
• Assisting with document preparation, edits, redlines, PDFs, and QC.
• Entering time records, preparing expense reports, and processing vendor invoices.
• Supporting business development and marketing efforts with client records.
• Arranging internal and client meetings with AV setup and catering.
• Maintaining client and matter lists and engaging with client intake processes.
• Maintaining professional working relationships with executive assistants of clients.

Skills

Calendar management

Travel coordination

MS Office

Interpersonal skills

Attention to detail

Multitasking

Confidentiality

Synthesis & prioritization

Independent work

Professionalism

Tools

Microsoft Outlook

Microsoft Excel

Microsoft 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. Within this position, you will be responsible for providing high-level, administrative support to senior partners, including managing complex calendaring, coordinating travel arrangements, and supporting business development and marketing efforts. This position will be based in our New York office and has a hybrid in-office/remote working schedule. Please note that the Firm will not sponsor applicants for work visas for this position.

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.

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 demanding and fast-paced environmen
• Ability to work well independently