Executive Assistant
- Coordinate and manage executive calendars, including scheduling meetings, court dates, and travel arrangements.
- Arrange and handle all logistics for Executive meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
- Complete a broad variety of administrative tasks that facilitate the Executive Teams ability to effectively lead the organization, including assisting with special projects.
- Collect and prepare information for in-person meetings with staff and outside parties.
- Manage virtual meeting coordination (Teams/Zoom), ensuring links and invites are accurate.
- Handle travel arrangements, including booking flights, accommodations, and preparing itineraries.
- Process expense reports and ensure timely submission using relevant software.
- Serve as the point of contact for correspondence and conference calls.
- Maintain organizational systems to ensure smooth administrative workflows.
- Anticipate scheduling conflicts and resolve them promptly.
- Prepare and proofread agendas, materials, and follow-up actions for internal and client meetings that include complex documentation, reports, and presentations.
- Act as a liaison between executives, staff, and clients, ensuring timely and professional communication.
- Organize firm events, leadership retreats, and client functions.
- Maintain confidentiality of sensitive information.
- Assist with special projects, research, and administrative tasks as needed.
- Support adoption and troubleshooting of scheduling management tools.
- Support executive leadership with other duties and responsibilities.
- 5+ years as an Executive Assistant or similar role supporting senior leadership, preferably in a law firm or professional services environment.
- Demonstrated ability to manage complex, high-volume executive calendars with precision and foresight. Skilled in coordinating multiple priorities across time zones.
- Adept at integrating and troubleshooting calendar systems (Outlook, Teams, CRM platforms), ensuring seamless synchronization and accurate meeting logistics.
- Proficiency in Microsoft Office Suite, Teams, Zoom, and CRM platforms (e.g., Salesforce, Litify).
- Demonstrates accountability, contributes to team success and takes pride in quality of work recognizing that the end product reflects on the entire organization.
- Ability to manage confidential information appropriately, trustworthy with sensitive or private information.
- Exhibits sound and accurate judgment in making decisions and includes appropriate people in decision-making processes.
- Dependable, reliable, and punctual to organization needs.
- Prioritizes and plans work activities with a sense of urgency and strives for optimal time management required.
- Skilled and proficient in the Microsoft Office Suite of products (e.g. Word, PowerPoint, Excel, Teams, Outlook).
- Demonstrated technical savvy and appetite for using technology in solutions.
- Capable of creating professional quality files and documents using technology.
- Exceptional written and verbal communication skills; ability to draft professional correspondence and reports.
- Strong attention to detail, ability to prioritize tasks, and manage multiple deadlines.
- Ability to anticipate needs, resolve conflicts, and adapt quickly in a dynamic environment.
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