Executive Legal Assistant - Philadelphia

Permanent Placements LLC; Philadelphia (Philadelphia County); Hybrid; USD 66,000 - 81,000; Full time

Benefits offered by this job

401(k) retirement plan

Medical, dental, and vision insurance

Health Savings Account (HSA)

Flexible Spending Accounts (FSA)

Life and disability insurance

Wellness programs

Transportation benefits

Back-up childcare assistance

Paid family leave programs

Paid time off and sick leave

Professional development opportunities

Pet insurance

Job summary

Our client, a highly regarded international law firm, seeks a Legal Executive Assistant in Philadelphia. This hybrid, full-time role provides high-level admin and legal support, acting as liaison between clients, attorneys, and internal stakeholders.

The ideal candidate has 5+ years in senior admin roles, strong organization, discretion, and superior communication. Hybrid Philadelphia position with in-office attendance required as needed.

Qualifications

• Two years of college or equivalent experience required.
• Bachelor's degree preferred for preferred qualification.
• Minimum of 5 years in a senior administrative support role.

Responsibilities

• Provide executive-level administrative and legal support to attorneys and teams.
• Manage calendars, scheduling across multiple time zones.
• Track deadlines, deliverables, and follow-ups for projects.
• Coordinate meetings, travel, and events with vendors.

Skills

Organizational skills

Time management

Communications

Discretion/confidentiality

Education

Two years of college or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Zoom

Microsoft Teams

Job description

Position Overview

Our client, a highly regarded international law firm, is seeking a Legal Executive Assistant to join its Philadelphia office. This hybrid position offers the opportunity to provide high-level executive and administrative support to attorneys and practice teams while serving as a critical liaison between clients, attorneys, and internal stakeholders.

The ideal candidate will be an experienced legal or executive assistant with exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced professional services environment.

Key Responsibilities

• Provide executive-level administrative and legal support to attorneys and practice teams.
• Manage complex calendars, scheduling, and meeting coordination across multiple time zones.
• Track deadlines, follow-ups, deliverables, and outstanding requests to ensure timely completion of projects.
• Coordinate internal and external meetings, events, and travel arrangements.
• Work closely with internal departments and external vendors to support attorney and client needs.
• Prepare meeting agendas, schedules, presentations, and supporting materials.
• Conduct research and gather due diligence materials for meetings, client matters, and business development initiatives.
• Draft, edit, proofread, and finalize legal correspondence, pleadings, memoranda, closing materials, and other documents.
• Process matter-opening documentation and monitor matter status through completion.
• Support attorneys with client development, administrative, and financial management priorities.
• Maintain contact databases and attorney records.
• Coordinate expense submissions and reimbursements.
• Prepare attorney timesheets and assist with time-entry management.
• Provide client reception support, file management, and general office assistance as needed.
• Respond to confidential and sensitive matters with professionalism and discretion.
• Provide occasional support outside of regular business hours as required.

Corporate Support Responsibilities

• Conduct internet-based research.
• Coordinate UCC lien, litigation, and bankruptcy searches.
• Request and file entity formation documents with state and local agencies.
• Maintain electronic and physical corporate records.
• Maintain client minute books and organizational records.

Litigation Support Responsibilities

• Coordinate federal, state, and appellate court e-filings.
• Assist with scheduling and logistics for remote court appearances.
• Coordinate filings, messenger services, and third-party vendors.
• Schedule court reporters and manage deposition materials and transcripts.

Qualifications

• Two years of college education or equivalent experience required.
• Bachelor's degree or equivalent experience preferred.
• Minimum of 5 years of experience in a senior-level administrative support role.
• Prior law firm or professional services experience strongly preferred.
• Strong organizational, project management, and time-management skills.
• Excellent communication and interpersonal abilities.
• Strong attention to detail and problem-solving capabilities.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to prioritize multiple assignments and work effectively under pressure.
• Professional and client-service-oriented demeanor.

Technology Skills

Candidates should possess advanced proficiency with:

• Microsoft Word
• Excel
• PowerPoint
• Outlook
• Zoom
• Microsoft Teams

Additional experience with legal technology, document management systems, timekeeping platforms, and project management tools is highly desirable.

Work Environment

• Hybrid work arrangement.
• Full-time position.
• Based in Philadelphia, Pennsylvania.
• Minimum in-office attendance requirements apply, with additional office presence as needed for team support and coverage.

Compensation

Hourly Rate: $33.62 - $41.28

Estimated Annual Compensation: $65,550 - $80,500

Actual compensation may vary based on experience, qualifications, and market factors.

Benefits & Professional Development

Our client offers a comprehensive benefits package that may include:

• 401(k) retirement plan
• Medical, dental, and vision insurance
• Health Savings Account (HSA)
• Flexible Spending Accounts (FSA)
• Life and disability insurance
• Wellness and employee assistance programs
• Transportation benefits
• Back-up childcare assistance
• Paid family leave programs
• Paid time off and sick leave
• Professional development opportunities
• Additional voluntary benefits, including pet insurance

Equal Opportunity Employer

Our client is committed to fostering an inclusive workplace and providing equal employment opportunities to all qualified applicants in accordance with applicable law.