Executive Assistant, Legal Raffles and Fairmont Hotels and Resorts, Accor North America

Scheduling and Coordination

• Plan coordinate and organize meetings conference calls and events including arrangements for accommodations facilities and transportation.
• Coordinate complex domestic and international travel itineraries.
• Maintain and update lawyers calendars ensuring accurate scheduling and prioritization.

Administrative and Office Support

• Handle photocopying scanning mail distribution and courier services.
• Maintain an organized and effective filing system for both physical and electronic legal documents and correspondence.
• Oversee and update the internal SharePoint legal library including litigation reports agreements and contracts.
• Manage systems to track deadlines follow-ups and other key dates requiring attention.
• Maintain and update contract and corporate databases.

Financial and Billing Management

• Prepare and submit detailed monthly expense reports.
• Administer and update the organizations e-billing software database including matter setup invoice review and accrual submissions.
• Manage legal department invoices including submission processing tracking and handling inquiries.
• Support budget activities including preparation of the annual budget and ongoing forecasts.
• Submit accrual values and other financial data to internal teams.
• Manage litigation recovery files including tracking and processing recovery payments.
• Assist with external audit requests.
• Coordinate wage garnishment orders received by corporate entities.

Document Preparation and Quality Control

• Prepare and type general correspondence and legal documents with exceptional accuracy and attention to detail.
• Proofread format and produce presentation materials slides and other documents ensuring all final outputs are error-free.

Communication and Confidentiality

• Communicate professionally with internal and external stakeholders.
• Liaise with various departments to obtain and share information as needed.
• Maintain strict confidentiality regarding all Legal Department matters.

Other Responsibilities

• Perform additional duties as assigned to support various Legal Department lawyers and team members with administrative work streams and support.

Qualifications :

Minimum: 5 years in an Executive Assistant (EA) or Legal EA role

Core Competencies

• Exceptional Organizational Skills: Ability to prioritize effectively and manage multiple complex tasks in a fast-paced environment.
• Discretion & Confidentiality: Proven ability to handle highly sensitive information with absolute integrity.
• Legal Knowledge: Solid understanding of legal documentation processes and terminology.
• Attention to Detail: Demonstrated accuracy and precision in all aspects of work from document preparation to data entry.
• Professional Communication: Strong verbal and written communication skills including a polished and professional telephone manner.
• Proactive & Self-Motivated: Highly engaged and intrinsically motivated with the ability to anticipate needs and take initiative without constant supervision.
• Judgment & Prioritization: Sound judgment in identifying urgent issues and determining information required for decision-making by senior legal staff.
• Collaboration & Teamwork: Ability to work seamlessly within a team of lawyers and senior leaders while maintaining a positive solutions-oriented approach.
• Adaptability: Flexibility to meet tight deadlines and adjust to changing priorities with grace and professionalism.
• Technical Proficiency: Strong skills in Microsoft Outlook Word PowerPoint and working knowledge of Excel.

Preferred Attributes

• Luxury Mindset: A refined approach to service delivery ensuring a high level of professionalism and attention to detail that reflects a premium standard.
• Interest in Hospitality or Travel: Passion for the luxury hospitality or travel sector considered an asset aligning with the organizations culture and clientele.
• Experience Supporting Senior Leadership: Proven track record of supporting executives and senior legal professionals in a dynamic corporate environment.

Assets

• Experience with e-billing software such as Legal Tracker (formerly Serengeti).
• Completion of a certified Legal Administrator program or higher degree/certificate.
• Prior legal secretarial experience in a corporate or law firm setting.
• Certified notary public in New York State.

Additional Information :

Location: Office based in New York

Salary:  $74000 - $94000 USD 

Remote Work :

No

Employment Type :

Full-time