Executive Assistant

Job Description:

• Own complex high-volume calendaring: prioritize requests resolve conflicts and align time to business priorities (client meetings internal leadership speaking engagements events).
• Keep leaders prepared andinformeddaily/weeklyprep meeting materials deadlines and timely reminders with clear next steps.
• Serve as a thoughtful gatekeeper: triage calls emails and in-person requests; use sound judgment to protect focus time and maintain responsiveness.
• Draft edit and format polished correspondence and documentsoftenconfidentialtailoredto leader preferences and firm standards.
• Manage documents and records: scan e-file organize and maintain accurate electronic (and occasional paper) files in line with confidentiality and security policies.
• Coordinate business travel end-to-end: itineraries agendas preferences and loyalty programs and cost compliance with firm/client guidelines.
• Drive execution on projects and special assignments: clarify objectives manage stakeholders track progress and deliver on deadlines with minimal supervision.
• Continuously improve how work gets doneintroduce smarter workflows tools and templates; share best practices to strengthen team efficiency.
• Provide flexible back-up support across the team and represent the Firm and leadership with professionalism at all times.
• Comfortable working alongside AI tools and a curiosity to continuously learn and adopt new ways of working as technology evolves.
• Perform other related duties and special projects as assigned.

Client Billing

• Review and revise monthly bills for accuracy consistency and client-specific requirements (rates caps formats and engagement terms); support timely finalization.
• Prepare and respond to client requests for month-end estimates as needed.
• Partner with billing/finance to monitor A/R and collections flag risks and help resolve issues.
• For certain leaders independently execute billing tasks in Aderant as authorized.
• Track and coordinate select financial transactions (e.g. deal wires and occasional handling of client investment checks) in alignment with firm controls.

Business Development & Client Relationships

• Support business development by keeping key contacts organized and outreach on track; update CRM and ensure follow-ups happen.
• Coordinate pitch and proposal preparation with Marketing/Finance (background research materials budgets conflicts checks and meeting logistics).
• Maintain leader bios and client-facing profiles; monitor relevant alerts/news and help leaders stay connected to priority clients and prospects.
• Provide support for professional social media presence (primarily LinkedIn) as requested including drafting posts/messages and coordinating engagement.
• Plan and execute small client events and client gifting with cultural awareness and attention to detail.

Desired Skills & Qualifications:

• Executive presence and discretion with highlysensitive/confidentialmatters.
• Strong prioritization and calendar strategy in a fast-paced high-volume environment.
• Proactive problem-solver with excellent judgment and a bias for action.
• Clear polished written and verbal communication across all levels.
• Organized detail-oriented and dependable; consistently meets deadlines.
• Comfortable owning projects end-to-end and influencing without authority.
• Continuous improvement mindset; adapts quickly to changing priorities and new tools.
• High integrity accountability and team-first approach.

Reporting to the Senior Manager of Legal Administrative Services the ideal candidate will have 5 years of experience supporting executive-level leaders (e.g. Partner C-suite VP/SVP) preferably in a professional services or legal environment. Advanced proficiency with Microsoft 365 (Outlook Word Excel PowerPoint Copilot) and document tools (e.g. Adobe Acrobat) required. Experience with CRM platforms (e.g. Salesforce) and social platforms used for professional networking preferred. Bachelors degree or equivalent experience strongly preferred.

The anticipated range for this position is: