New York - Executive Assistant

The Executive Assistant is a highly visible and strategic role requiring exceptional organizational skills, sound judgment, discretion, and emotional intelligence. This individual will serve as a trusted partner in supporting lawyers in firm leadership roles with management obligations, domestic and cross-border business development initiatives; and client and billable matter support. The EA will develop a deep understanding of the executives' priorities, practice, leadership responsibilities, and client relationships, and will proactively manage competing demands in a fast-paced, high-performance environment. The Executive Assistant will act as a strategic partner and operational extension of the executive, helping maximize efficiency, organization, responsiveness, and impact across leadership, business development, and client service responsibilities.

Position responsibilities

Support for Firm Leadership Partners

• Manage complex and constantly evolving calendars, including internal leadership meetings, partner meetings, recruiting initiatives, Business Professional engagement events, and external commitments.
• Coordinate logistics for office-related meetings, presentations, town halls, partner events, and firm initiatives, including preparing agendas, presentation materials and meeting summaries as needed.
• Assist with office leadership responsibilities, including follow-up on action items, tracking initiatives, and coordinating communications.
• Serve as a liaison with firm leadership, partners, administrative departments, and Business Professionals.
• Help organize office events, client programs, recruiting activities, and community-building initiatives.
• Develop a strong understanding of the Firm's organizational structure, key personnel, and administrative functions in order to efficiently identify the appropriate contacts, resources, and escalation paths for a wide range of operational, practice, client, and office-related matters.
• Maintain awareness of sensitive office matters and handle confidential information with discretion and professionalism.

Business Development & Cross-Border Initiatives

• Support business development activities, including client outreach, relationship management efforts, conference coordination, and follow-up communications.
• Coordinate domestic and international travel schedules, including multi-city and cross-border itineraries.
• Help manage client and contact information, including maintaining relationship tracking systems and business development databases.
• Monitor upcoming opportunities, deadlines, and relationship touchpoints to ensure timely follow-up.
• Assist with drafting and coordinating LinkedIn posts and other business development communications.
• Support strategic initiatives involving international offices, clients, and referral relationships across jurisdictions and time zones.
• Help leverage technology and AI tools to improve efficiency and business development effectiveness.
• Support the operational and administrative oversight of a nationally recognized antitrust practice group, including coordination relating to practice management initiatives, partner collaboration, client development efforts, internal communications, and cross-office initiatives.

Client Matter/Practice Support

• Provide high-level administrative support related to active client matters and practice management. Collect and submit information needed to open new matters and run conflicts; draft engagement letters; communicate client specific requirements regarding billing and matter management.
• Assist with document organization, scheduling, matter coordination, and deadline tracking.
• Coordinate client meetings, calls, and presentations.
• Process time entries, expenses, invoices, and related administrative tasks accurately and promptly.
• Review and edit pre-bills for submission to billing department and research/identify outstanding invoices and payments, when needed, track work in progress and account receivables. Coordinate with biller to finalize bills.
• Prepare Audit Letter Requests (ALQ) and draft audit responses to client's auditor.
• Assist with prioritization of client demands and competing deadlines.
• Create, format and revise documents, correspondence, and other materials using firm software.
• Track key case developments, deadlines, filings, meetings, and action items to help ensure timely follow-up and execution.
• Maintain strict confidentiality with respect to client, firm, and personnel matters.
• Support responsiveness and organization during high-intensity periods, including investigations, litigation, trials, or major client events.
  

Experience, skills, and qualifications

• Bachelor's degree required.
• Executive assistant or high-level administrative experience supporting senior executives, partners, or leadership in a law firm, professional services, financial services, or similarly fast-paced environment required.
• This is an in-office role expected to be in the office at least 4 days per week and must reside in a commutable distance to the firm's office.
• Exceptional organizational and project management skills.
• Strong executive presence and professionalism.
• Outstanding written and verbal communication skills.
• Ability to anticipate needs and think several steps ahead.
• Strong judgment and prioritization skills.
• High attention to detail and accuracy.
• Relationship-oriented with excellent interpersonal skills.
• Ability to remain composed under pressure and manage multiple competing priorities.
• Strong client service orientation and hospitality mindset.
• Intellectual curiosity and willingness to learn.
• Proactive, resourceful, and solution-oriented approach.
• Team-oriented mindset with a willingness to support broader firm and office initiatives.
• Strong proficiency in Microsoft Office Suite, Outlook, PowerPoint, Word, Excel, Adobe Acrobat, and virtual meeting platforms.
• Comfort with technology and enthusiasm for leveraging AI and productivity tools.