Executive Assistant

UB Greensfelder has an opening for an Executive Assistant. This position provides administrative support to the Chief Operating Officer (COO), Chief Inclusion & Belonging Officer (CHIBO), Chief Human Resources Officer (CHRO) and HR Director. The Executive Assistant must possess the ability to stay focused on the job and to maximize time utilization and available resources. Displays high degree of initiative and acts with little supervision to perform assigned tasks.

Possesses and demonstrates honesty, integrity, flexibility, and confidentiality in the performance of job responsibilities. Takes an active role in identifying problems and contributing ideas for improvement.

UB Greensfelder LLP is an AM Law 200, super-regional firm focused on exceeding client expectations and delivering superior, customized legal solutions. Created in 2024 through the merger of Ulmer & Berne LLP and Greensfelder, Hemker & Gale, P.C., the firm's 275 lawyers advise regional, national, and global businesses on a wide range of legal matters across more than 25 specialized practice and industry groups.

UB Greensfelder has nine primary office locations, including Chicago;
Cincinnati;
Cleveland;
Columbus, Ohio;
Florida;
New York;
Southern Illinois;
St. Louis; and Washington, DC.

• Provide administrative support, including drafting correspondence, memoranda, presentations, spreadsheets, PowerPoint presentations, e‑mails, and scanning documents.
• Creation of reimbursement requests.
• Coordinate meetings for senior leadership team, both internal and external, including travel arrangements when necessary.
• Prepare agenda items and records for monthly Governing Board meetings.
• Assist Chief Inclusion & Belonging Officer with coordinating and executing various firm‑wide programs and initiatives.
• Answer routine questions and compile various ad hoc reports, projects, or requests for information as needed.
• Assist with formatting firm policy revisions consistent with established guidelines, uploading to firm intranet, and maintaining associated policy index.
• Prepare and distribute confidential materials for the Chief Operating Officer.
• Coordinate the onboarding and ongoing administrative oversight of temporary attorneys hired by the firm for document review projects.
• Perform other duties as assigned. Responsibilities may be revised as the needs of the Firm change.

• High School Diploma/GED.
• Experience in a professional services environment.
• Strong ability to prioritize multiple competing tasks and deliver accurate work product to meet tight deadlines.
• Knowledge of modern office practices, time management, and procedures, including business correspondence, record keeping and filing systems, and office equipment.
• Ability to perform and prioritize complex administrative tasks involving organization while using sound judgment, speed, and a high attention to detail.
• Ability to apply the knowledge referenced above to routine situations while coordinating a variety of administrative functions efficiently.
• Ability to produce correspondence and other documents in a variety of formats from copy or rough draft at a speed necessary for successful error‑free job performance.
• Ability to make sound decisions in a manner consistent with the essential job functions.
• Displays high degree of initiative and ownership of assigned tasks or projects and acts with little supervision to perform assigned tasks.
• Ability to develop clear and comprehensive correspondence.
• Proficient in Microsoft Office including Word, Outlook, Excel, PowerPoint, and Kofax or Adobe.
• Ability to maintain confidentiality, use good judgment and sensitivity.
• Ability to communicate effectively both verbally and in writing.
• Strong customer service skills and responsiveness to requests.

UB Greensfelder provides top‑quality, sophisticated legal services, serving business clients ranging from small entrepreneurs to international companies. Our work environment is business casual and we offer a competitive compensation and benefits package, which includes medical/dental/vision, 401(k) with employer contribution, short and long‑term disability plans, life insurance, well‑being initiatives, and paid parental leave programs. If you desire to work in a truly people‑focused environment for a firm that values its employees, then UB Greensfelder is the firm for you.

UB Greensfelder recognizes the importance of forming inclusive teams of attorneys and staff to foster an environment where creative solutions are made for our clients, and all have the opportunity to thrive and succeed. We encourage candidates from a variety of backgrounds to apply to be a part of our team.