Executive Assistant

About the role

This is an exciting and highly visible role supporting the Office Managing Partner of our growing Charlotte office in beautiful new office space!

Responsibilities

• Manage an active calendar of appointments, schedule meetings, video calls, and book travel arrangements for the Office Managing Partner (OMP), ensuring optimal coordination and performance of the OMP's schedule
• Through excellent verbal and written communication, keep the OMP well informed and up to date on upcoming commitments and responsibilities
• Draft, review, and manage client-facing emails and professional communications on behalf of the OMP, ensuring all external correspondence reflects a polished, professional tone
• Function as a client concierge responding to inquiries from clients and other attorneys in a timely and professional manner, and assisting with client touchpoints and follow-up
• Leverage AI tools and emerging technologies to streamline administrative workflows, enhance productivity, and improve the quality and efficiency of work product
• Work closely with the Marketing & Events team, assist with planning and the execution of onsite client events
• Aid in the OMP's social media presence, including drafting and scheduling posts, and supporting the creation of multimedia content such as promotional videos, recorded interviews, and other digital media for the OMP's professional brand
• Transcribe, type, edit, proofread, and finalize meeting presentations, meeting agendas, documents, correspondence, memos, charts, billings, and reports
• Maintain and organize both hard-copy and electronic files
• Prepare and submit personal and client-related attorney expense reports and reimbursements into the Firm's expense management software
• Manage travel arrangements for the OMP
• Enter time into time management software on behalf of the OMP and assist with reviewing prebills
• Communicate with clients as to billing issues and status of matters
• Process new client/matter documentation, including initiation of conflict checks, input of information into the Firm's new business intake system, and preparation of engagement letters to clients
• Track and file continuing legal education credit for assigned legal staff
• Provide assistance in civic, charitable, community, and professional activities

Requirements

• Bachelor's degree required; a degree in marketing, communications, or a related field is strongly preferred. Recent graduates with relevant internship or professional experience are encouraged to apply.
• 2+ years of experience working in a professional services office environment preferred; equivalent internship or academic experience will be considered for recent graduates.
• Professional demeanor, poise, and proven ability to build and maintain professional relationships.
• Exceptional communication skills via phone, email, and in-person, with the ability to represent the OMP effectively in client-facing interactions.
• Ability to prioritize competing deadlines.
• Strong organizational skills, focused attention on detail, sound judgment, and ability to function and produce results in a fast-paced environment.
• Familiarity with social media platforms and content creation tools; experience producing or coordinating multimedia content (e.g., video, interviews, digital campaigns) is a plus.
• Ability and willingness to work in the office location four to five days per week.
• Valid authorization to work in the U.S.

Technology Requirements

• Demonstrated proficiency with AI-powered tools and platforms (e.g., Microsoft Copilot or similar generative AI applications).
• Proven technological savvy and willingness to learn new applications and software.
• Advanced proficiency in Microsoft Office applications including Word, Outlook, PowerPoint, and Excel.
• Experience in the following software a plus:
• iManage, OneDrive, or similar electronic document management system
• Sentia, SmartSheet, DocuSign or similar e-signature program
• LinkedIn and other social media management tools
• Video editing or multimedia content creation tools (e.g., Canva, Adobe Creative Suite)

Qualifications

• Adaptability: Ability to learn and embrace new skills and best practices - including AI and emerging technologies - as the position and Firm evolves.
• Collaboration: Team player mentality, with a desire to be a part of a collaborative, high-performing group.
• Communication: Excellent interpersonal skills and ability to work effectively with a diverse group of internal and external clients, attorneys, and staff.
• Problem Solving Skills: Ability and confidence to identify and analyze issues, make decisions, and initiate actions/solutions.
• Agility to respond to unexpected challenges, including proactively developing innovative solutions to complex problems.
• Professionalism: Ability to maintain composure and demonstrate good judgment.
• Ability to manage confidential information and sensitive situations with tact and discretion.