Executive/Personal Assistant to top executive at global law firm

HRB; New York (NY); On-site; USD 114,000 - 135,000; Full time

Job summary

An esteemed global law firm is seeking a dynamic Executive Assistant to support a high-level executive in their New York City office. This pivotal role involves managing complex schedules, organizing travel, and preparing detailed documents while ensuring seamless communication. The ideal candidate will possess a strong background in law, exceptional attention to detail, and the ability to thrive in a fast-paced environment. This is an exciting opportunity to contribute to high-profile corporate cases and engage in meaningful work within a renowned firm. If you are a proactive and skilled professional ready to make a significant impact, this role is for you.

Qualifications

• 10-15 years of experience supporting high-level executives in a law firm.
• Impeccable attention to detail and strong communication skills are essential.

Responsibilities

• Manage complex scheduling and travel arrangements for a high-level executive.
• Prepare and proofread complex documents using Microsoft Office tools.

Skills

Attention to detail

Written communication

Verbal communication

Time management

Problem-solving

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Intapp Time

Concur

iManage

Change-Pro

Job description

Our client, a renowned, global law firm, is looking for an Executive Assistant to support one of the firm's high-level executives in their New York City office. This is a great chance to oversee both the professional commitments of a partner engaged in high-profile corporate cases. The ideal candidate is a driven and sharp individual eager to take on a pivotal role in a fast-paced and esteemed law firm.

RESPONSIBILITIES

1. Promptly answer and screen calls, ensuring accurate message-taking and communicating with the appropriate level of urgency.
2. Manage complex and dynamic scheduling, coordinating internal and external meetings across multiple time zones while proactively identifying and resolving conflicts.
3. Organize and oversee detailed domestic and international travel arrangements, including booking flights, hotels, and ground transportation, while efficiently handling last-minute changes.
4. Perform a variety of administrative tasks, such as arranging conference calls, preparing meeting materials, maintaining contact lists, and managing both electronic and paper filing systems. Handle additional clerical tasks, including photocopying, scanning, and printing.
5. Accurately prepare, review, and enter detailed time records into Intapp Time to ensure precise and timely billing.
6. Create, edit, format, and proofread complex documents—such as letters, memos, presentations, and spreadsheets—using Microsoft Word, PowerPoint, and Excel. Utilize tools like iManage and Change-Pro to track revisions and maintain accuracy. Draft routine correspondence and emails as needed.
7. Prepare and submit weekly expense reports in Concur, monitor reimbursements, and resolve any discrepancies.
8. Support the planning and execution of internal meetings, client-focused business development initiatives, marketing efforts, and social events by coordinating logistics and follow-up tasks.
9. Provide occasional personal assistance to the Partner, including maintaining personal files, updating contacts, and scheduling personal appointments.
10. Perform additional duties and responsibilities as assigned.

REQUIREMENTS

1. Bachelor's degree
2. 10-15 years of experience supporting a high-level executive
3. Must have a background in law
4. Impeccable attention to detail
5. Strong written and verbal communication skills
6. Ability to work with a sense of urgency in a fast-paced setting
7. Quick learner

HOURS
40 hour work week (9am-5pm) + 10-15 hours in paid OT/week
5x a week in office
24/7 availability

SALARY
Up to $135K base (DOE) + paid OT (significant) + Bonus