Legal/Executive Assistant

The Executive Assistant will provide essential administrative and legal support. This role requires high standards of work quality, professionalism, and the ability to manage complex schedules, travel arrangements, and legal administrative tasks. The ideal candidate will exercise good judgment, demonstrate initiative, and be effective in both independent and team-oriented settings.

Overall Responsibilities:

• Coordinate and book flights, hotels, and ground transportation, ensuring seamless travel experiences with detailed itineraries.
• Schedule and organize meetings, appointments, and events for the Partner, proactively identifying and resolving scheduling conflicts.
• Prepare agendas, gather materials, and assist in setting up technology for virtual or in-person meetings.
• Support the creation, formatting, and proofreading of presentations, ensuring professional content and adherence to brand guidelines.
• Act as the primary contact for both internal and external communications for the Partner, handling sensitive information with discretion and professionalism.
• Maintain accurate and organized electronic and physical files, as well as meeting notes and records.
• Open new legal files and perform conflict checks in accordance with firm policies and regulatory standards.
• Process the Partner’s expense reports and track reimbursements efficiently.
• Support various projects as needed, demonstrating flexibility and adaptability in handling additional responsibilities.

Qualifications:

• Minimum of 5 years in a law firm or similar legal environment, with experience supporting high-level executives or partners.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with travel booking and document management systems.
• Strong verbal and written communication skills, with a professional demeanor and the ability to interact with diverse stakeholders.
• Proven ability to manage multiple tasks, prioritize effectively, and maintain attention to detail under deadlines.
• Comfortable working in a dynamic, fast-paced environment with a proactive approach to problem-solving.
• Understanding legal file procedures and experience in conducting conflict checks is a plus.
• Familiarity with products and premises liability and corporate law experience is highly preferred.
• Meticulous approach to travel logistics, documentation, presentation preparation, and legal file management.
• Strong ability to handle sensitive information discreetly and professionally.
• Technologically savvy and able to work collaboratively within a team, as well as independently.