Legal Executive Assistant

Overview

Here s a summary of key tasks, although the creativity and effectiveness of the EA will set the ultimate parameters of the role:

• Exercising judgment and executing with excellence on calendar management, including scheduling of personal and business appointments, providing accurate and detailed information within calendar, and notifying partner of potential scheduling conflicts in advance and in real time.
• Reviewing partner’s e-mail account multiple times each day to confirm items are accounted for in partner’s schedule and time-sensitive items are promptly addressed.
• Adequately communicating with high-profile contacts and clients in a poised and professional manner.
• Serving as a main point of contact for leaders among the firm, staff, clients, media, leaders of other organizations, and other external contacts on behalf of the partner. In many instances, the EA will help develop and maintain relationships with those individuals.
• Coordinating regular travel arrangements, including domestic, international, and private flight arrangements, ground transportation, and hotel arrangements.
• Interacting with other partners re: project status, staffing, accomplishment of goals.
• Managing the schedule for complex business development trips, including coordinating meetings with contacts in international time-zones, creating detailed itineraries in electronic form as well as within Microsoft Outlook so that partner can maintain timeliness during trips, coordinating with sponsoring organizations for seminars and other events at which partner speaks in the U.S. and abroad.
• Collaborating with the partner, taking ownership, and in some instances leading special projects and initiatives – be they firm, professional/civic/philanthropic, personal – and driving them to completion.
• Drafting emails, correspondence, memos, spreadsheets, presentations, and client engagement agreements.
• Organizing in-office meetings, including room setup, printing of documents, ordering of catering, tech facilitation, and ensuring that all meeting attendees are prepared and well-informed.
• Assisting with various business and personal tasks, including but not limited to: ordering lunch, making doctor appointments, purchasing gifts or personal items, making family travel arrangements, and performing varied tasks as they arise.
• Being available during non-work hours/days to address pressing matters should they arise.
• Providing technical guidance and assistance to enable partner – who is not particularly tech-savvy – to maintain optimal productivity.