Executive Assistant—Mass Torts practice

Bates White Economic Consulting; Washington (District of Columbia); Hybrid; USD 100,000 - 120,000; Full time

Benefits offered by this job

Tuition reimbursement up to $75K

Low healthcare premiums

Wellness benefits

Hybrid work environment

Mentor programs and career development

Job summary

Bates White, a Washington, DC–based boutique economic consulting firm, is seeking an experienced Executive Assistant to support Partners and Principals in a fast‑paced environment. The role covers calendar management, travel, invoicing support, meeting coordination, and office operations with a three‑day‑in‑office, hybrid schedule.

You will partner with Practice Managers and Marketing, draft communications, edit presentations, and help manage events and practice initiatives while maintaining

Qualifications

• 7–10 years in an Executive Assistant role, including 3+ years with senior management.
• Undergraduate degree preferred.
• Exceptional oral and written communication skills.
• Proactive with creative problem solving and strong organization.

Responsibilities

• Provide high-touch administrative support to Partners and Principals.
• Coordinate calendars, travel, meetings, and expenses; ensure documentation is current.
• Prepare and coordinate meeting materials, agendas, and logistics.
• Assist with invoicing processes and liaison with Finance and independent contractors.
• Collaborate with other EAs for coverage and information sharing.
• Support conflict checks and engagement letter processes with Legal and Practice teams.
• Assist with events, practice initiatives, and marketing coordination.
• Draft correspondence and assist with presentations and reports.

Skills

Executive support

Calendar management

Communication skills

Interpersonal skills

Microsoft Office

Project management

Team collaboration

Discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite

PowerPoint

Excel

Outlook

Job description

Firm Overview

Bates White is a boutique consulting firm based in Washington, DC. Recognized as a top workplace, the firm provides advanced economic, financial, and econometric analysis to law firms, companies, and government agencies.

Through our supportive, collaborative, and collegial culture, we invest in our talent and provide opportunities for career advancement. We are proud to have been consistently ranked among the top firms in the Vault Guide to the Top 50 Consulting Firms, listed as a top consulting firm by Management Consulted and named one of the Top Workplaces in the Washington, DC area for the 11th consecutive year by WTOP News.

If you are looking for a place to do high-quality work and have fun along the way, read below to discover how you can be part of our team. Learn more about our firm at: www.bateswhite.com.

What You’ll Do

You will be responsible for providing high-touch, detail-oriented administrative support to the Partners and Principals while supporting the overall operations of the Mass Torts Practice. You will work closely with the Practice Manager to ensure seamless coordination. You will:

• Manage schedules and calendars, travel arrangements, ensuring all necessary international travel documentation is current, expense reimbursements for assigned individuals, and account reconciliation.
• Provide meeting preparation and coordination (pre-meeting, meeting, post-meeting) for internal and external meetings, including proactively arranging and organizing meeting materials such as drafting agendas, technology requirements, catering, and other logistics to ensure Partners and Principals are prepared to perform, proactively following through on action items such as communicating logistics to clients and obtaining dietary restrictions in advance.
• Coordinate meals for project teams during busy periods.
• Manage the war room assignment process on a rotating basis, assessing resource needs, engaging additional support when necessary, and providing clear, timely communications across the firm.
• Support management and the Finance Department with client and independent contractor invoicing processes, including compiling and reviewing time records, coordinating pass‑through and third‑party costs, assisting with invoices, serving as a point of contact for independent contractors, and helping track practice expenses.
• Collaborate with other Executive Assistants to provide backup coverage as needed, share relevant information, coordinate priorities, and ensure seamless support for Partners, Principals, clients, and practice operations.
• Help drive the timely entry of conflict checks and the completion of engagement letters, non‑disclosure agreements, and other Legal Department required documentation by coordinating with Partners and Principals to secure needed information and materials.
• Work with the practice lunch committee, practice social committee, Practice Manager, and Partners and Principals leading firm initiatives such as CDP, JumpStart, MDP, and others. Plan and coordinate on‑site and off‑site gatherings, including vendor and venue selection, event support, and budget management.
• Promote professional development webinars and conference opportunities to designated audiences.
• Assist with data deletion tracking.
• Build a foundational understanding of the practice’s expertise, major clients, and industry focus through active engagement in practice meetings and attention to mainstream market news.
• Draft well‑written, succinct, and accurate correspondence tailored to audiences, including emails, letters, and other communications.
• Assist with developing and editing presentations, reports, and other materials.
• Work periodically with the Marketing team on business development activities.
• Create and maintain document management systems and processes (hard copy and electronic).
• Oversee and manage (working with the Marketing team) Partners’ contact lists.
• Take ownership of maintaining and organizing the physical office spaces of Partners and Principals. Provides production assistance.
• Present self professionally at all times.
• Present a calm demeanor to assist with difficult and controversial situations.

What You’ll Bring To The Table

• Minimum 7-10 years in an Executive Assistant role, including 3+ years working with senior management, preferably in a fast‑paced, high‑growth professional services environment.
• Undergraduate degree preferred.
• Exceptional oral and written communication skills.
• Proactive with creative problem‑solving ability.
• Functions well within a team; initiates and maintains positive team relationships, receptive to others’ input and ideas.
• Excellent interpersonal skills; ability to interact and establish rapport with individuals at all levels of the firm, including strong personalities.
• Advanced organizational and administrative skills with keen attention to detail.
• Strong project management skills with the ability to see projects through to completion.
• Exceptional multi‑tasker who thrives on juggling multiple priorities/ongoing projects.
• Basic mathematical and analytical skills.
• Advanced working knowledge of Microsoft Office software (PowerPoint, Excel, Word, Outlook).
• Honest, trustworthy, and diplomatic, able to handle sensitive materials and issues.
• Exceptional judgment and discretion.
• May require more than 40.0 hours per week to perform the position’s essential duties.

What You Can Expect From Us

We are committed to providing an exceptional employee experience. You can expect:

• Competitive compensation—the salary range for this position is $100,000 to $120,000. This position is also eligible for bonus compensation on a discretionary basis. The actual salary offered for this position will be determined based on job‑related, non‑discriminatory factors including qualifications and experience, education, external market data, and internal equity.
• Comprehensive benefits package—includes tuition reimbursement up to $75K, low healthcare premiums, wellness benefits, and more! To learn more about our benefits offerings, click here.
• Hybrid work environment with three coordinated in‑office days per week.
• Open culture where your voice is heard, your input is sought, and your contributions are rewarded.
• Fun and engaging culture including frequent social events.
• Amenities that include a fitness center, rooftop terrace, standing desks, espresso, fresh fruit, breakfast and afternoon snack, billiards, and ping pong.
• Employee‑driven community outreach program featuring fundraising events (e.g., trivia, game shows, cooking competitions, etc.), volunteer opportunities, and matching funds along with our pro bono program.
• Investment in your career through training programs, an assigned mentor and peer coach, and frequent feedback.
• Networking opportunities through employee interest groups, Women’s Network, International Network, Diversity‑Inclusion Council, and BWProud Network.

Bates White is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law. If you are an individual with a disability and you need an accommodation or other assistance during the application process, please call our Human Resources department at [phone] or email your request to [e-mail]. All qualified applicants are encouraged to apply. Download the Know your Rights Poster for more information.