Executive Assistant

Troutman Pepper; United States; Hybrid; USD 75,000 - 95,000; Full time

Job summary

Troutman Pepper is seeking an Executive Assistant to provide comprehensive executive-level administrative and operational support to the Firm’s managing and C-suite leaders. You will manage calendars, travel, expenses, and governance materials, coordinating complex scheduling and communications across stakeholders.

The role requires strong confidentiality, exceptional organization, and the ability to navigate a fast-paced, hybrid work environment.

Qualifications

• Ability to handle highly confidential information with professionalism, integrity, and sound judgment.
• Proven track record managing multiple priorities and deadlines while delivering accurate results.
• Strong communication and collaboration across senior leadership and staff.

Responsibilities

• Manage Managing Partner's calendar, meetings, travel, expenses, and projects.
• Oversee monthly pre-bill process for the Managing Partner.
• Support senior leaders with meetings, travel, reports, and governance materials.
• Coordinate scheduling and information flow; anticipate impacts to add value.
• Handle travel logistics and advance bookings for offices.
• Refine internal processes to support senior leaders and accelerate workflows.
• Respond to routine correspondence on behalf of the leaders.
• Prepare and distribute internal and external documents (reports, memos, letters).
• Maintain and regularly update files for the Managing Partner and chiefs.
• Plan work to meet priorities and firm goals; uphold best practices.
• Handle confidential information with discretion.

Skills

Discretion & confidentiality

Calendar management

Stakeholder comms

Project management

Budgeting

Relationship building

Written & verbal comms

Prioritization

Education

Bachelor’s degree

Job description

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

The Executive Assistant is responsible for providing comprehensive executive-level administrative and operational support to the Firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer and oversees complex calendar management, travel coordination, expense administration, meeting planning and logistics, and other activities essential to the efficient operation of the Executive Leadership Team. The Executive Assistant develops a thorough understanding of the firm’s business operations, strategic objectives, leadership priorities, and organizational structure to effectively support executive decision-making and serves as a key liaison between senior leadership and internal and external stakeholders, prepares and coordinates executive communications, and provides administrative and project support for governance activities, strategic initiatives, and firmwide programs.

Essential Responsibilities:

• Serve as the key contact and support resource for the firm Managing Partner, including maintaining the Managing Partner’s calendar, scheduling meetings, and travel, submitting expenses, and managing other firm projects for the Managing Partner.
• Manage monthly pre-bill process for Managing Partner, including making narrative edits and liaising with Billing team.
• Provide ongoing support to the firm’s Managing Partner, Chief Administrative Officer, Chief Financial Officer, and Chief Human Resources Officer, including planning all logistical aspects of in-person and virtual meetings, preparing reports and information needed for interoffice travel, and communicating with attorneys and internal teams as needed.
• Coordinate complex scheduling and calendar management, as well as content and flow of information. Anticipating schedule impact and implications is important in adding value.
• Manage travel logistics and activities as needed, including advance bookings for offices identifying key stakeholders/issues.
• Maintain and refine internal processes that support senior leaders across the firm and coordinate internal and external resources to expedite workflows.
• Effectively and accurately respond to assigned routine correspondence on behalf of the Managing Partner and chiefs.
• Prepare and distribute internal and external documents, including reports, memos, and letters.
• Draft, maintain and regularly update the electronic and paper files of the Managing Partner and chiefs, including governance records and minutes.
• Plan and coordinate work to ensure that senior leaders’ priorities are met, firm goals are achieved, and best practices are upheld.
• Handle confidential information with discretion and professionalism, including amongst and between the Managing Partner and chiefs.

Required Knowledge, Skills, and Abilities:

• Demonstrated ability to handle highly confidential and sensitive information with professionalism, integrity, and sound judgment.
• Proven success in managing multiple priorities and deadlines while consistently delivering accurate, timely, and high-quality results.
• Proven ability to build and maintain strong professional relationships, manage projects and budgets, and effectively balance competing priorities.
• Client-focused professional with a strong commitment to delivering exceptional service and fostering positive stakeholder relationships.
• Ability to collaborate effectively with individuals from diverse backgrounds and across all levels of the firm.
• Strong analytical, critical thinking, and problem-solving skills, with the ability to develop practical solutions and produce high-quality written work products.
• Exceptional organizational and project management skills, with the ability to coordinate multiple concurrent initiatives and achieve desired outcomes.
• Demonstrated ability to work collaboratively with attorneys, clients, internal business partners, and external vendors while fostering productive working relationships.
• Exceptional written, verbal, and interpersonal communication skills, with the ability to communicate effectively with a variety of audiences.
• Ability to work independently and collaboratively in a fast-paced environment while supporting efficient workflows, process improvements, and organizational objectives.
• Highly self-motivated and adaptable, with the ability to prioritize workload, manage competing demands, and thrive in both hybrid and in-office work environments.

Required Education:

• Bachelor’s degree or a combination of training, experience, and education that demonstrates the ability to perform the duties of the position.

Preferred Education:

• N/A

#LI-Hybrid

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at [e-mail].

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.

Compensation is dependent on several factors, such as position, location, market, education, training, and/or experience.

Hiring Salary Range:

$75,000.00 - $95,000.00