Executive Assistant

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Executive Assistant
The candidate will be responsible for providing executive-level administrative support to the Firm’s executive management team, consisting of the President, Vice President, and Chief Operating Officer, with occasional support to the Firm’s operations directors and other members of the administration team and committees. Must understand business priorities, demonstrate the ability to proactively anticipate needs, and drive improvements to build capacity for the management team. A high level of integrity and discretion in handling confidential information, as well as professionalism in working with the Firm’s attorneys and professional staff is critical. Should possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. Provide executive-level administrative support to the management team, with occasional support to operations directors and other members of the administration team and committees. Schedule, coordinate, and provide logistical support for appointments, conference calls, meetings, and events for the management team. Maintain calendars for the management team as well as the Firm leadership calendar. Work closely and effectively with the management team to keep them well informed of upcoming internal and external commitments and responsibilities, following up appropriately. Create, update, and maintain organized files and records, including a system for tracking, monitoring, and prioritizing tasks and projects; handle matters expeditiously and proactively, and follow through on projects to successful completion, often under deadline pressures. Draft communications, reports, presentations, and spreadsheets. Conduct research and generate reports by collecting data from various tools or by consolidating information. Answer, screen, and respond to phone calls, independently providing information, guidance, and assistance as necessary and within appropriate levels of confidentiality. Attend routine meetings with the management team and operations directors. Prepare meeting agendas, maintain meeting notes, and track status of subsequent action items. Liaise with and assist office services with the coordination of Firm-wide leadership meetings. Liaise with practice department chairs, operations directors, and others to ensure the timely production of materials for meetings and events as needed. Maintain schedule of tasks, meetings, and deadlines for recurring Firm processes, such as attorney advancement, attorney compensation setting, and succession planning. Pursue additional duties and projects to support the Firm’s strategic plan and department initiatives. Act as a project coordinator on various strategic initiatives at the direction of the management team. Consistently evaluate internal administrative processes for opportunities to improve efficiency and decrease administrative burden on all parties involved. Demonstrate keen ability to anticipate needs of the management team and proactively spot and resolve issues. Draft correspondence, memoranda and other documents relating to the support of Firm-wide initiatives at the direction of the management team; proofread and edit documents. Arrange for messenger, postal, or courier service as needed. Coordinate travel arrangements for the management team. Compile and process expense reports and reimbursements. Assist with other special projects, tasks, and/or support as assigned.

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