Executive Assistant

About the role

We are seeking an Executive Assistant to provide high‑level administrative support to senior partners in our New York office. The role includes managing complex calendaring, coordinating domestic and international travel, supporting business development and marketing efforts, and maintaining a hybrid in‑office/remote schedule. The Firm will not sponsor applicants for work visas.

Responsibilities

• Manage complex, time‑sensitive assignments, including coordinating domestic and international travel, processing visa requirements, and maintaining accurate calendars while proactively flagging conflicts.
• Proxy into attorney email accounts (with permission) to process incoming messages, organize folders, prioritize action items, and ensure proper filing to retention folders and the Firm’s records management system.
• Anticipate attorney needs by identifying potential issues and offering proactive solutions.
• Enter attorney time records, prepare and submit expense reports, and assist with processing and payment of vendor invoices.
• Handle all aspects of document preparation, including processing edits, generating redlines, creating and converting PDFs, and performing quality control on work product.
• Utilize software applications such as Excel and PowerPoint to support attorney work product and presentations.
• Coordinate with Conference Services to arrange internal and client meetings, including audio‑visual setup, catering, and engagement of external vendors.
• Prepare engagement letters, new client and matter memoranda, and maintain up‑to‑date active client and matter number lists to support new business intake.
• Maintain tracking charts focused on billing status and new business activity; collaborate with Client Accounting to ensure accurate client billing.
• Support business development by entering activities, maintaining contact records, assembling targeted mailing lists in InterAction, and tracking/reporting business development meetings and activities.
• Build and maintain professional relationships with executive assistants of clients and key contacts, keep contact records current, and coordinate client‑gifting initiatives.
• Receive and engage with incoming clients and visitors, delivering a responsive, high‑quality client service experience.
• Delegate work to other departments as necessary, coordinate completion, and verify accuracy.
• Assist with attorney personal work when required.
• Perform special projects as assigned.
• Demonstrate strong interpersonal, written, and verbal communication skills to facilitate effective work relationships.
• Manage Firm resources responsibly and comply with Firm operations, policies, and procedures.
• Maintain a reliable physical presence in the office four days a week to perform administrative functions, support services, and maintain physical files.

Qualifications

• Flexibility and willingness to perform a wide range of tasks beyond routine expectations.
• High level of professionalism.
• Proficiency with Firm computer software (Word, Outlook, Excel, PowerPoint) and ability to learn new applications.
• Effective interpersonal and communication skills, both verbal and written.
• Close attention to detail.
• Ability to handle multiple projects with shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Skill in synthesizing information to prioritize and organize tasks.
• Capability to work well in a demanding, fast‑paced environment.
• Ability to work independently and effectively within a team.
• Flexibility to adjust hours as needed to meet operating and business needs.

Education and Experience

• High school diploma or equivalent; Bachelor’s degree preferred.
• Minimum of six years’ experience in an office environment or an equivalent combination of education and experience.

Benefits

• Competitive salary and year‑end discretionary bonus.
• Comprehensive health care (medical, dental, vision), savings plan/401(k), and voluntary benefits.
• Generous paid time off and paid parental leave options.
• In‑classroom, remote, and on‑demand learning and professional development opportunities.
• Robust well‑being classes and programs.
• Opportunities to give back and make an impact in local communities.
• Additional details available at Skadden employee benefits page.

Pay

The starting base salary for this position is expected to be within the range of $95,000 – $120,000, determined based on skills, experience, and other job‑related factors.