Executive Assistant - Litigation, Contingent Worker

Description

We're seeking a highly motivated Executive Assistant (EA) and Legal Assistant to support the Vice President, Litigation and Operations (VP), other litigation executives, and the broader litigation team. This will provide dedicated, high-level support to the VP and executives and general administrative support to attorneys and non-attorneys across the litigation group. The ideal candidate is proactive, organized, and able to thrive in a fast-paced environment with shifting priorities and time-sensitive matters. This position requires strong judgment, excellent communication skills, and the ability to work collaboratively with both internal partners and external contacts.

Key Responsibilities

• Provide high-level support to the VP and other litigation executives, ensuring efficient management of priorities, schedules, and business operations.
• Anticipate executive operational needs, identify potential scheduling or conflicts, and implement solutions to ensure seamless support for business priorities.
• Manage executive calendars, including coordination with other executive assistants, outside organizations, and external counsel, and assist with internal and external communications.
• Provide general administrative support for our litigation attorneys and non-attorney professionals.
• Process settlement checks, vendor payments, and other invoices in accordance with company accounting and audit procedures.
• Plan and coordinate meetings and other events including coordinating schedules, reserving conference rooms and venues, overseeing technology support, ordering catering, communicating with attendees, and supporting with materials and other logistical needs.
• Provide support with travel and expense entries as needed.

Qualifications

• 2+ years of executive administrative support experience for a large company or global brand.
• Experience with executive calendar management and coordinating domestic and international travel.
• Demonstrated proficiency in MS Office Suite; Outlook, Word, PowerPoint, and Excel.
• Excellent clerical skills with strong attention to detail.
• Ability to work independently and proactively.
• Ability to balance priorities and work collaboratively and cooperatively with others in a team-oriented environment.
• Exceptional customer service skills in person, over the phone, and via email.
• Ability to quickly learn, handle numerous priorities and perform the job responsibilities under strict deadlines with minimal supervision.
• Excellent time management and organization skills in a fast-paced and dynamic environment supporting executives and many attorneys and non-attorney professionals.
• Maintain a professional business image and demonstrate a high standard of professionalism, demeanour, and emotional intelligence.
• High school diploma or equivalent combination of education and work experience; Bachelor’s Degree preferred.
• Fluent in English, both verbally and in writing (excel in the areas of spelling, grammar, and punctuation).
• Added Bonus: Experience working in law firms or in-house legal departments. Significant proficiency with AI business tools. Experience with TeamConnect and NetDocuments.