Executive Assistant - Corporate (NY)

About the role

The Firm's Executive Assistant ("EA") provides initiative-taking administrative support to the Firm’s partners in a leadership capacity and is considered an integral part of the partner’s practice. Besides conventional administrative tasks, an EA’s role involves performing duties that can influence a partner’s success, and includes tasks such as business development, maintaining client relationships, and overseeing contact management.

Responsibilities

• Meticulously manage and prioritize an exceptionally active calendar of appointments/events.
• Screen calls and in-person requests and apply excellent judgment when responding to requests for partner time.
• Serve as a “gatekeeper” ensuring the partner’s schedule is strictly adhered to and is optimized for efficiency and productivity.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on tasks and projects to successful completion, often with deadline pressures.
• Enhance partner’s standing by accepting ownership for accomplishing new and different requests (e.g., social media coordination).
• Manage document workflows and version control: organize drafts, track redlines, compare documents, format and proof for consistency, and distribute clean/execution versions.
• Coordinate execution materials: prepare and route signature packets, manage DocuSign envelopes, track signer status, collect wet-ink signatures when required, and maintain execution records.
• Initiate new matter openings: coordinate conflicts check, draft/route engagement letters, set up matter codes/phase codes, and capture client Outside Counsel Guidelines (OCGs) and billing instructions.
• Maintain accurate client and contact information; update CRM/experience databases with matter descriptions and outcomes for pitches, credentials, and league tables.
• Provide back-up support to other partners or team members as necessary, demonstrating flexibility, adaptability, and underscoring a team-centric approach to fostering a supportive work environment while ensuring a seamless operation.
• Actively seek ways to apply innovative methods of working and consistently seek improvements in work processes. Encourage and support an exchange of ideas amongst teams or colleagues helping to enhance collaboration across the Firm.
• Perform complex and specialized administrative tasks using independent judgment.
• Provide coverage and responsiveness during peak deal periods, including occasional after-hours availability and overtime as needed to meet critical deadlines.
• Represent Firm and leadership in a highly polished and professional manner.
• Comfortable working alongside AI tools and a curiosity to continuously learn and adopt new ways of working as technology evolves.

Requirements

• Possess an elevated level of anticipatory skills to prepare for any situation in a seamless manner.
• Possess excellent judgement and critical thinking skills and be proactive with solutions.
• Capable of working independently and making decisions independently but also effectively working in and with a team.
• Possess an elevated level of accountability. Consistently able to deliver and meet deadlines.
• Possesses a curiosity towards continuous learning, adaptability, and progressive thinking.
• Demonstrates an eagerness to explore unfamiliar areas while maintaining an unwavering commitment to quality and professionalism.
• Excellent verbal and written skills. The ability to communicate effectively with employees at all levels across the Firm.
• Possesses a prominent level of integrity and poise.

Qualifications

• 5+ years of experience supporting a law firm Partner or C-Level Executive, preferably in the legal space.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Working knowledge of Salesforce preferred.
• Bachelor’s degree or relevant degree strongly preferred.

Skills

• Understanding critical objectives, strict deadlines, being able to anticipate and read the moment, and fostering cooperation.

Benefits

• Comprehensive benefit program including Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing.
• Discretionary bonus for eligible employees based on performance.

Pay

The Anticipated Range For This Position Is $104,000 - $155,750 Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

Schedule

This position offers a hybrid schedule and requires three days’ on-site in our New York office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm.