Executive Assistant

📍 New York, NY | Hybrid | Full-Time

A leading law firm is seeking an experienced Executive Assistant to provide high-level administrative support to senior partners. This role is responsible for complex calendar management, domestic and international travel coordination, document preparation, client service, billing support, and business development activities. The ideal candidate is proactive, detail-oriented, discreet, and comfortable managing competing priorities in a fast-paced professional environment.

What You’ll Do

• Manage complex calendars, coordinate domestic and international travel, process visa requirements, and proactively resolve scheduling conflicts.

• Monitor and organize attorney emails, prioritize action items, and maintain accurate electronic records in accordance with Firm policies.

• Prepare expense reports, enter attorney time records, and assist with vendor invoice processing and payments.

• Prepare, edit, proofread, and format legal documents, redlines, and PDFs while ensuring accuracy and quality.

• Develop presentations and other work product using Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

• Coordinate internal and client meetings, including conference rooms, audiovisual requirements, catering, and external vendors.

• Prepare engagement letters and client and matter memoranda while maintaining accurate client and matter records.

• Track billing status and new business activity, collaborating with Client Accounting to support accurate and timely client billing.

• Maintain business development records, contact information, and targeted mailing lists in InterAction.

• Track and report business development meetings and activities to the appropriate teams.

• Build professional relationships with client contacts and executive assistants, maintain current contact records, and coordinate client gifting initiatives.

• Welcome clients and visitors while providing responsive, professional service.

• Coordinate delegated assignments, assist with special projects, and support additional administrative needs as required.

• Maintain confidentiality, follow Firm policies, and manage sensitive information responsibly.

What You’ll Bring

• At least 6 years of experience in an office environment or an equivalent combination of education and experience.

• High school diploma or equivalent required; a bachelor’s degree is preferred.

• Strong proficiency in Microsoft Office applications, particularly Word, Outlook, Excel, and PowerPoint, with the ability to learn new systems.

• Excellent organizational skills, attention to detail, and the ability to prioritize competing assignments.

• Strong written and verbal communication skills and professional interpersonal abilities.

• Sound judgment and the ability to handle confidential and sensitive information appropriately.

• Ability to anticipate needs, identify potential issues, and take initiative to develop solutions.

• Demonstrated flexibility and the ability to work independently and collaboratively.

• Ability to thrive in a demanding, fast-paced environment while meeting deadlines and adjusting to changing priorities.

• Willingness to adjust working hours when needed to meet business requirements.

• Ability to maintain a reliable in-office presence four days per week as part of the hybrid schedule.

Additional Information: This is a full-time, hybrid position based in New York, NY. The Firm does not sponsor work visas for this position.