Executive Assistant-C-Level Jobs

Position Summary

The individual will provide high level administrative support to the Chief Operating Officer. The Executive Assistant is responsible for managing the schedule and communication of the COO and anticipating needs in a proactive manner. Duties include prioritizing emails and phone calls, gathering documents to prepare for meetings, coordinating travel arrangements and managing multiple projects.

Responsibilities:

⦁ Provide administrative support to a busy executive; draft and maintain general correspondence, memos, presentations, and other documents, for management use. Responsible for accuracy and clarity of final product

⦁ Process firm financial documents, invoices, check requests, travel vouchers, credit card statement reconciliations, and works with Accounts Payable team to resolve any issues

⦁ Organize meetings, including all scheduling details such as conference rooms and catering requests; prioritize conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)

⦁ Attend meetings and prepare minutes as requested

⦁ Make travel arrangements, working with in-house travel agency, hotels, and conference centers

⦁ Serve as a liaison to the senior management team and management committee

⦁ Maintain records, files, and documents utilizing available technology or databases; implements effective recordkeeping methods to organize and ensure easy retrieval of firm material.

⦁ Use discretion, confidentiality, and good judgement to handle C-level matters

⦁ May provide backup assistance to the reception desk as needed

Knowledge, Skills and Abilities:

⦁ High school degree or equivalent required; Bachelor’s Degree or some college preferred.

⦁ At least five years related experience in a professional business environment.

⦁ Prior experience in a professional services environment

⦁ Ability to exercise good judgement in a diversity of situations

⦁ Strong written and verbal communication, administrative and organizational skills

⦁ Experience using an event management system required, preferably EMS; preferably in a law firm or professional services environment.

⦁ Adept user of various technologies, including Microsoft Office suite (Word, Excel, PowerPoint) and video-conferencing technologies (Microsoft Teams, Zoom, WebEx). Exposure or experience with SharePoint a plus.

⦁ Strong project management skills.

Direct hire role with a great law firm offering exceptional comp and benefits.