Executive Assistant - Nashville (Hybrid)

The Executive Assistant will be responsible for providing executive administrative assistance, clerical support and work management support to the Executive Director, Labor Practice Group. This is a hybrid position located in Nashville, TN. Responsibilites Using MS Outlook, the Executive Assistant is responsible for managing the Executive Director, Labor Practice Group's calendar and providing support to other Practice Group leaders, including scheduling meetings, conference calls, and other appointments; resolving scheduling conflicts; and exercising discretion and judgment regarding availability and necessary adjustments.Responsible for triaging the Executive Director, Labor Practice Group’s mailbox, including categorizing and routing requests, flagging matters requiring the Executive Director’s attention, drafting routine responses and preparing daily priority summaries.Responsible for managing recurring Practice Group leadership meetings and other Practice Group meetings involving Talent and Business Development stakeholders, including scheduling and invitations, resolving conflicts, agenda coordination, pre-read materials, attendance tracking, post meeting action-item summaries, and maintenance of the annual meeting calendar.Responsible for coordinating logistics for all meetings, including reserving conference rooms, coordinating any AV needs and arranging for meals or refreshments.Responsible for maintaining a master action-item tracker for the Executive Director, Labor Practice Group and Practice Group leadership, including tracking deadlines, issuing reminders, following up on outstanding items, maintaining status reports, and preparing weekly executive updates.Responsible for the support of the practice group events throughout he year, including the Labor Summit, Associate events, and other trainings. Tasks may include speaker outreach and biographies, RSVP and attendee tracking, hotel room blocks, planning meetings, collection of materials and presentation deadlines, event communications and post-event surveys.Responsible for coordinating logistics for client programs and external presentations, including speaker calendars, invitations, preparation calls, collection of presentation materials, and tracking of commitments.Responsible for supporting Practice Group communications, including drafting and distributing internal communications, newsletters, and announcements, maintaining distribution lists and communication calendars, and tracking deadlines and stakeholder responses.Responsible for administrative and logistical support of Practice Group talent initiatives in coordination with the Talent team, including scheduling talent discussions, calibration meetings, and review discussions, coordinating onboarding activities and logistics for new attorneys, and preparing and distributing related meeting materials. Responsible for preparing, coding, and managing expense reports in a timely fashion in accordance with Firm policy.Responsible for making all travel arrangements utilizing the Firm’s travel vendor and in accordance with Firm policy.Responsible for the preparation of confidential correspondence, spreadsheets, PowerPoint presentations, memos, reports, and other documents as necessary. Reviews finished materials for completeness, accuracy and format.May provide administrative support as necessary in absence of other executive assistants.Perform such other/additional duties as may from time to time be assigned. Qualifications Strong written and verbal communication skills and mathematical proficiency sufficient to prepare routine and confidential correspondence and forms, perform non-complex arithmetic calculations when verifying calculations on forms and documents and when maintaining records and files at a level normally acquired through high school or the equivalent.Ability to organize and prioritize numerous tasks and complete them under time constraints.Ability to operate standard office equipment, including personal computer, copier, and telephone.Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.Ability to proofread typed material for grammatical, typographical and spelling errors.Ability to type standard memoranda and correspondence and the like from rough draft at a level of 70 wpm.Demonstrated ability to communicate effectively in person, by email, and by telephone with the Executive Director, Labor Practice Group; a diverse staff; and internal and external clients and vendors. Ability to receive instructions and provide information with courtesy and tact.Strong sense of discretion and judgment. Must have the ability to work independently and exercise excellent judgment, knowing when to consult with appropriate individuals. Must fully understand confidentiality principles and be able and willing to follow them.Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds and ability to retrieve and replace objects from shelves up to 8 feet high.Demonstrated ability to completely and accurately execute tasks while maintaining expected client service levels. Demonstrated ability to quickly learn and master new processes, steps, policies and technical skills.Demonstrated ability to articulate process steps and draw comparisons between processes and measures of output such as productivity, efficiency and quality.Demonstrated ability to execute tasks efficiently and effectively within expected timeframes.Demonstrated project coordination skills, including the ability to manage multiple concurrent workstreams and events, maintain trackers and timelines, follow up with stakeholders on outstanding deliverables, and keep leadership informed of status and risks without prompting.Work occasionally requires a high level of mental effort and strain when performing a high volume of administrative and clerical tasks and performing other essential duties.Work occasionally requires more than 40 hours per week to perform the essential duties of the position. Education & Certifications Required: High school diploma or equivalentPreferred: Associates’ Degree Experience Required Minimum 5 years on the job experience with progressive responsibilities for business, secretarial and administrative support in a professional services setting, supporting executive level positions. About Littler Littler is the largest global employment and labor law practice in the world exclusively devoted to representing management. With more than 1,900 attorneys in over 100 offices worldwide, Littler serves as the single source solution provider to the global employer community. Consistently recognized in the industry as a leading and innovative law practice, Littler has been litigating, mediating and negotiating some of the most influential employment law cases and labor contracts on record for over 75 years. Littler’s unparalleled commitment to labor and employment law helps clients navigate a complex business world with nuanced legal issues—building better solutions for clients’ toughest challenges. With deep experience and resources that are local, everywhere, Littler is fully focused on its clients. With a diverse team of the brightest minds, Littler fosters a culture that celebrates original thinking. And with powerful proprietary technology, Littler disrupts the status quo—delivering bold, groundbreaking innovation that prepares employers not just for what’s happening today, but for what’s likely to happen tomorrow. Benefits We offer a generous benefits package to full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental and vision plan for you, your spouse/domestic partner and children. In addition, we provide a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program. For more information about our benefits visit: www.littler.com/benefits/state-details. For more information about our firm visit: www.littler.com. Please note applications are only accepted through our careers page www.littler.com/careers. If you have questions regarding this opportunity, please e-mail Alyssa Maggiacomo at AMaggiacomo@littler.com with the job title in the subject line. Littler Mendelson is proud to be an equal opportunity employer. This job posting is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.