Executive Assistant

Skadden, Arps...LLP; New York (NY); Hybrid; USD 95,000 - 120,000; Full time

Benefits offered by this job

Competitive salaries & bonuses

Comprehensive health care

Generous paid time off

Parental leave

Job summary

Skadden, Arps, Slate, Meagher & Flom LLP in New York seeks an Executive Assistant to support a busy attorney team in a hybrid in‑office/remote schedule.

You will manage complex calendars, coordinate domestic and international travel, handle time entry and invoicing, prepare documents with MS Office, and engage with clients and meetings.

The ideal candidate has a minimum of six years’ office experience, excellent communication skills, and a proactive, confidential approach to work.

Qualifications

• High school diploma or equivalent; Bachelor’s degree preferred.
• Minimum of six years’ experience in an office environment.

Responsibilities

• Manage complex, time-sensitive assignments, including calendaring and travel coordination.
• Proxy into attorney email accounts to organize and prioritize messages and filings.
• Anticipate attorney needs and offer proactive solutions.
• Enter attorney time records, prepare and submit expense reports, and assist with vendor invoices.
• Prepare and edit documents; generate redlines; create/convert PDFs; quality control on work product.
• Utilize Excel and PowerPoint to support attorney work products and presentations.
• Coordinate with Conference Services for meetings, AV setup, catering, and external vendors.

Skills

Calendar management

Travel coordination

Microsoft Office

Communication

Timekeeping & expense reports

Confidentiality

Education

Bachelor's degree preferred

Tools

Excel

PowerPoint

Job description

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 work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers.

Job Description

We are seeking an Executive Assistant to join our Firm. The position will be based in our New York office and offers a hybrid in‑office/remote working schedule. The Firm will not sponsor applicants for work visas for this position.

Responsibilities

Administrative Responsibilities

• Manage 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.
• Proxy 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.
• Anticipate attorney needs by proactively identifying potential issues and conflicts, taking initiative to offer solutions and preempt needs.
• Enter attorney time records, prepare and submit expense reports, and assist with vendor invoice processing and payment.
• Handle all aspects of document preparation, including processing edits, generating redlines, creating and converting PDFs, and performing quality control on all work product.
• Utilize software applications such as Excel and PowerPoint to support and facilitate attorney work product and presentations.
• Coordinate 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

• Prepare engagement letters and new client and matter memoranda and maintain up‑to‑date active client and matter number lists to support the new business intake process.
• Maintain tracking charts with current records, focusing on billing status and new business activity.
• Collaborate with Client Accounting to ensure client billing remains accurate and up to date.
• Support business development efforts by entering activities, maintaining contact records, and assembling targeted mailing lists in InterAction.
• Proactively track and report business development meetings and activities to the Business Development & Marketing team.
• Build and maintain professional working relationships with executive assistants of clients and key contacts, ensuring contact records are kept current, and coordinate client gifting initiatives.
• Receive and engage with incoming clients and visitors, delivering responsive, high‑quality client service experience.

Other Responsibilities

• Delegate work to other departments as necessary, coordinating completion of delegated work and verifying its accuracy.
• Assist with attorney personal work when required.
• Perform special projects as assigned.
• Demonstrate strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manage Firm resources responsibly.
• Comply with and understand Firm operations, policies and procedures.
• Maintain 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.
• 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 environment.
• Ability to work well independently as well as effectively within a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.

Education and Experience

High school diploma or equivalent; Bachelor’s degree preferred. Minimum of six years’ experience in an office environment or an equivalent combination of education and experience.

Benefits

• Competitive salaries and year‑end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental leave.
• In‑classroom, remote, and on‑demand learning and professional development opportunities.
• Robust well‑being classes and programs.
• Opportunities to give back and make an impact in local communities.

Salary

The starting base salary for this position is expected to be within the range $95,000 - $120,000. Actual salary will be determined based on skills, experience and other job‑related factors, consistent with applicable law.

EEO Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking. Applicants who require an accommodation during the application process should contact Alex Taylor at (212) 735‑2176.