Executive Assistant, Legal - Raffles and Fairmont Hotels and Resorts, Accor North America

Company Description

Reporting directly to the Senior Vice President, General Counsel, this role will be based in the Raffles and Fairmont Corporate Office in New York City and provides high-level executive and administrative support to a team of lawyers within North America. The successful candidate will play a critical role in ensuring seamless operations for the Legal Department, managing complex schedules, travel arrangements, and confidential documentation and other departmental administrative processes with precision and discretion. This position requires a highly engaged, proactive professional with exceptional organizational skills, a luxury mindset, and the ability to thrive in a fast-paced, dynamic environment.

Job Description

Scheduling and Coordination

• Plan, coordinate, and organize meetings, conference calls, and events, including arrangements for accommodations, facilities, and transportation.
• Coordinate complex domestic and international travel itineraries.
• Maintain and update lawyers’ calendars, ensuring accurate scheduling and prioritization.

Administrative and Office Support

• Handle photocopying, scanning, mail distribution, and courier services.
• Maintain an organized and effective filing system for both physical and electronic legal documents and correspondence.
• Oversee and update the internal SharePoint legal library, including litigation reports, agreements, and contracts.
• Manage systems to track deadlines, follow-ups, and other key dates requiring attention.
• Maintain and update contract and corporate databases.

Financial and Billing Management

• Prepare and submit detailed monthly expense reports.
• Administer and update the organization’s e-billing software database, including matter setup, invoice review, and accrual submissions.
• Manage legal department invoices, including submission, processing, tracking, and handling inquiries.
• Support budget activities, including preparation of the annual budget and ongoing forecasts.
• Submit accrual values and other financial data to internal teams.
• Manage litigation recovery files, including tracking and processing recovery payments.
• Assist with external audit requests.
• Coordinate wage garnishment orders received by corporate entities.

Document Preparation and Quality Control

• Prepare and type general correspondence and legal documents with exceptional accuracy and attention to detail.
• Proofread, format, and produce presentation materials, slides, and other documents, ensuring all final outputs are error-free.

Communication and Confidentiality

• Communicate professionally with internal and external stakeholders.
• Liaise with various departments to obtain and share information as needed.
• Maintain strict confidentiality regarding all Legal Department matters.

Other Responsibilities

• Perform additional duties as assigned to support various Legal Department lawyers and team members with administrative work streams and support.

Qualifications

Minimum: 5 years in an Executive Assistant (EA) or Legal EA role

Core Competencies

• Exceptional Organizational Skills: Ability to prioritize effectively and manage multiple, complex tasks in a fast-paced environment.
• Discretion & Confidentiality: Proven ability to handle highly sensitive information with absolute integrity.
• Legal Knowledge: Solid understanding of legal documentation, processes, and terminology.
• Attention to Detail: Demonstrated accuracy and precision in all aspects of work, from document preparation to data entry.
• Professional Communication: Strong verbal and written communication skills, including a polished and professional telephone manner.
• Proactive & Self-Motivated: Highly engaged and intrinsically motivated, with the ability to anticipate needs and take initiative without constant supervision.
• Judgment & Prioritization: Sound judgment in identifying urgent issues and determining information required for decision-making by senior legal staff.
• Collaboration & Teamwork: Ability to work seamlessly within a team of lawyers and senior leaders while maintaining a positive, solutions-oriented approach.
• Adaptability: Flexibility to meet tight deadlines and adjust to changing priorities with grace and professionalism.
• Technical Proficiency: Strong skills in Microsoft Outlook, Word, PowerPoint, and working knowledge of Excel.

Preferred Attributes

• Luxury Mindset: A refined approach to service delivery, ensuring a high level of professionalism and attention to detail that reflects a premium standard.
• Interest in Hospitality or Travel: Passion for the luxury hospitality or travel sector considered an asset, aligning with the organization’s culture and clientele.
• Experience Supporting Senior Leadership: Proven track record of supporting executives and senior legal professionals in a dynamic corporate environment.

Assets

• Experience with e-billing software such as Legal Tracker (formerly Serengeti).
• Completion of a certified Legal Administrator program or higher degree/certificate.
• Prior legal secretarial experience in a corporate or law firm setting.
• Certified notary public in New York State.

Additional Information

Location: Office based in New York

Salary:  $74,000 - $94,000 USD