Legal Executive Assistant

Top global NY law firm is seeking a full-time Executive Assistant to provide senior level support to leading litigation partners.

Five\+ years working for a senior law firm partner, practice head or C-suite executive.

RESPONSIBILITIES include but are not limited to:

• Support a wide range of business and client development initiatives.

• Proactive ownership of all administrative functions for multiple lawyers.

• Ability to work collaboratively and in a team environment.

ADMINISTRATIVE AND TEAM SUPPORT:

• Proactively manage calendars, schedule all meetings, provide reminders, and follow up, identify and resolve conflicts.

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Maintain technology skills; support document production and electronic filing needs.

• Liaise with billing team to review and edit pro formas and produce timely client bills.

• Communicate effectively and establish positive relationships with clients.

• Track and enter daily time entries with an understanding of client billing language preferences.

• Proactively manage travel schedules. Coordinate arrangements with a focus on partner preferences, maintain detailed itineraries, produce timely expense reports.

• Provide back up support when team assistants are out of the office

• Work collaboratively and develop processes to further team excellence.

• Notarize documents.

BUSINESS DEVELOPMENT:

• Develop relationships with clients and client assistants.

• Maintain CRM data/IA database – research and update contacts, track business activity, run reports.

• Coordinate with partners to identify client touch points and proactively schedule calls and meetings.

• Assist with managing small client events and selecting client gifts.

• Prepare and maintain materials for meetings, pitches, and proposals. Act as liaison with marketing team.

REQUIREMENTS:

• Five\+ years working for a senior law firm partner, practice head or C-suite executive.

• Flawless communication and interpersonal skills and ability to work collaboratively in a team environment.

• Highly proficient technical skills – Word, PowerPoint, Excel.

• Ability to exhibit excellent judgment, dedication and discretion in handling confidential material.

• Ability to anticipate needs, think steps ahead, identify conflicts and provide solutions.

• Must be able to handle multiple tasks and thrive in a fast-paced, high-pressure environment.

• Ability to set priorities and adjust as necessary to accommodate demanding schedules with critical deadlines.