Executive Assistant

Administrative Assistant

New York, NY

Summary

The Administrative Assistant is responsible for supporting the senior management team of Legal Talent and Legal Recruitment with all administrative support needs. These include but are not limited to: heavy scheduling/calendaring via Outlook, invoice payments and expense reports, document production, organization and filing of necessary documents, meeting planning (in person and hybrid), answering phones, monitoring email (as requested), coordination of departmental activities, and management team travel arrangements. The ideal candidate brings a client-first mindset, meticulous attention to detail, sound judgment, and exceptional written and verbal communication skills. The role is non-exempt, with core hours of 9:30a – 5:30p M-F and is hybrid (4 days onsite with a Friday rotation).

Responsibilities

• Manages day-to-day administrative needs of senior management team using initiative and sound independent judgment. This involves direct communication with internal contacts as well as external clients.
• Coordinates and schedules all requested meetings internally, including the handling of special requests re: catering, multimedia needs and document preparation.
• Screens telephone calls, mail (as requested) and visitors, maintaining electronic notes, inquiries, and status of communications.
• Prepares documents including the creation/editing of original documents, spreadsheets, presentations, letters, memos and other correspondence.
• Establishes, maintains and organizes files and records.
• Collaborates with the Firm’s Finance Department on various invoices and expense reports.
• Manages all aspects of travel including booking, transportation, lodging, and related activities for senior management team.
• Completes other tasks as assigned or needed, including special projects.

Requirements

• Bachelor’s degree preferred.
• Five to ten years of prior work experience as an administrative, personal or executive assistant supporting a high level or C-suite professional, preferably in a legal or professional services industry.
• Experience maintaining calendars including orchestrating all on-site/hybrid meetings and coordinating with all relevant stakeholders.
• Solid working knowledge of Microsoft Office (i.e., Word, Excel, Power Point) and Adobe Professional.
• Experience working with billing/invoicing databases and document management systems.
• Prioritizes tasks accurately and balances the demands of multiple concurrent tasks efficiently and effectively while maintaining a professional and courteous manner.
• Proactive, energetic and hardworking team player.
• Overtime and weekend work is sometimes required.

Compensation

• $90,000.00 to $110,000.00 plus overtime and bonus.