Executive Assistant

FLSA: Non-Exempt | Reports To: COO | Department: Human Resources

About the role

The Executive Assistant provides high-level administrative support to the Managing Partner. This role requires exceptional organizational skills, sound judgment, and the ability to manage confidential information while coordinating complex schedules, meetings, and projects.

Responsibilities

• Executive Support
  • Manage the Managing Partner's calendar, coordinate internal and external meetings, and prioritize competing demands.
  • Screen and prioritize emails, calls, and correspondence; draft responses as needed.
• Project Tracking and Coordination
  • Maintain project plans, timelines, and key deliverables for initiatives led by the Managing Partner.
  • Monitor deadlines and follow up with the Managing Partner to help ensure tasks remain on schedule.
• Communication and Liaison
  • Serve as the primary point of contact between the Managing Partner and lawyers, department heads, vendors, and business professionals.
  • Escalate issues or potential roadblocks to the Managing Partner.
  • Handle sensitive information with discretion and ensure timely follow-up on critical issues.
• Meeting, Event, and Travel Logistics
  • Coordinate meetings and events as requested and identify potential scheduling conflicts early.
  • Flag concerns and recommend adjustments to timelines or priorities.
  • Arrange travel and prepare expense reports.
  • Prepare agendas and compile and distribute meeting information.
  • Assist with compiling follow-up action items, when appropriate.
  • Provide on-site support for meeting preparation and logistics as needed.
  • Ensure the Managing Partner is fully prepared each day with the information needed for upcoming meetings.
• Document and Data Management
  • Maintain organized electronic and paper files, including contracts.
  • Ensure compliance with firm confidentiality and information-governance standards.

Requirements

• High school diploma or GED required.
• Bachelor's degree preferred.
• Minimum of 2 years’ experience supporting a professional services team or executive leader.
• Exceptional organizational, time-management, and multitasking abilities.
• Excellent written and verbal communication skills with strong attention to detail.
• High level of professionalism, discretion, and judgment when handling sensitive information.
• Ability to anticipate needs before they arise.
• Ability to interact confidently and diplomatically with clients, firm leadership, lawyers, and business professionals.

Work Conditions

Work is performed in a professional office environment and routinely requires the use of standard office equipment, including computers and telephones. The position requires the ability to remain in a stationary position and operate a computer for extended periods, as well as communicate effectively in person, by telephone, and electronically. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.