Law Firm Executive Assistant

A dynamic and client-focused law firm specializing in litigation is seeking an experienced Executive Assistant for their Manhattan office.

They pride themselves on delivering exceptional legal services with integrity, efficiency, and care. Their team operates in a fast-paced, collaborative environment where professionalism, responsiveness, and attention to detail are essential to supporting our clients and our attorneys.

Position Overview

The Executive Assistant is an experienced member of the administrative team responsible for providing high-level support to Partners and contributing to the efficient day-to-day operations of the firm. This role is constantly forward-facing with Partners and firm leadership and requires strong organizational skills, sound judgment, and the ability to independently manage competing priorities.

In addition to core administrative responsibilities, this position is expected to take ownership of key processes, anticipate needs, and serve as a reliable resource within the administrative team. The role blends executive support with broader operational, HR, and recruiting-related responsibilities, and plays a critical role in ensuring that Partner support and office operations run seamlessly.

Key Responsibilities

Partner Support

• Provide high-level administrative support to Partners, including complex calendar management, scheduling, and coordination
• Prepare and maintain accurate and timely Partner time entries, demonstrating ownership and attention to detail
• Coordinate domestic and international travel arrangements, proactively managing logistics and anticipating needs

Financial & Expense Management

• Manage Partner American Express expenses, including coding and compiling supporting documentation for submission into the firm’s financial system (e.g., Orion)
• Ensure accuracy, completeness, and timeliness in expense processing, proactively identifying and resolving discrepancies
• Back up CFO with check deposits
• Maintain organized records and ensure adherence to firm financial controls and policies

HR & Recruiting Support

• Support HR and recruiting-related initiatives, including coordination of logistics for recruiting programs and firm events
• Assist in preparation and organization of materials and supplies for recruiting efforts and firm-sponsored programs
• Contribute to planning and execution of internal programs by coordinating logistics, materials, and vendor communication as needed
• Maintain strict confidentiality and discretion in handling sensitive information

Office Operations & Coverage

• Perform office opening responsibilities to ensure the office is fully operational and prepared for the start of the business day
• Provide reception coverage during designated periods, including lunch coverage, and serve as a professional point of contact for visitors and incoming calls
• Support overall office operations and proactively step in to address gaps or needs

Administrative & Team Support

• Collaborate with administrative team members to balance workloads and ensure consistent coverage
• Take ownership of assigned responsibilities while remaining flexible to support team priorities as needed
• Provide support for internal initiatives and shared responsibilities (e.g., JW support) in coordination with team members
• Assist with special projects and ad hoc tasks, often requiring independent judgment and follow-through

Qualifications

• Bachelor’s degree and 3–5 years of administrative experience within a law firm environment required
• Demonstrated experience supporting senior executives or Partners preferred
• Strong organizational and time management skills, with the ability to prioritize and work independently
• High level of attention to detail, particularly in time entry and expense management
• Proven ability to exercise discretion and sound judgment in a professional setting
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and familiarity with timekeeping and expense systems

Work Environment & Expectations

This is a full-time, in-office role. Administrative staff play a critical role in supporting firm operations and are expected to be present to ensure seamless coverage and support for Partners and office functions.

Benefits:

• Salary range: $85,000 - $100,000
• Health and wellness benefits
• Paid time off
• Opportunity to work in a dynamic corporate environment