The firm is searching for an Executive Assistant to support 5 Senior members of our Legal Team.
The main responsibilities would include invoice management, scheduling, prioritizing meetings, and having an extremely proactive mindset in order to stay steps ahead of business needs.
We are looking for an energetic team player with a great attitude.
Candidates should be effective and detail-oriented communicators.
The Executive Assistant will handle details of a highly confidential and critical nature.
Responsibilities: Provide general administrative support, which includes but not limited to creating, maintaining and editing documents, spreadsheets, files, and presentations
Legal Invoice and Vendor management which includes monitoring approval processes and Accounting execution
Expense report preparation and submission
Coordinate meetings, including ordering meals, arranging travel, meeting room preparation, invitations, etc.
Schedule, prepare and attend internal meetings to include preparing agendas and follow up action items for meetings
Coordinate quarterly global conference calls and distribute all related materials
Works on special assignments that may be complex in nature where judgment and initiative are required in resolving problems and making recommendations
Track action items and deliverables and proactively schedule the time required to address them
Perform special projects as assigned by the attorneys
Maintain a professional rapport with staff, coworkers, and clients.
Assist Paralegals with trial preparation
Demonstrate the ability to handle multiple tasks with little or no supervision
Responsible for directing and coordinating office services and related activities
Responsible for arranging internal office moves
Oversee inventory and order office supplies/materials as needed
Desired Skills and Experience:
2-4 years' experience working as an Administrative Assistant
Ability to interface well with all levels of employees in a highly professional and friendly manner
Must be a team player
Must have experience in a highly corporate environment in terms of dress and demeanor
Possess a high degree of proficiency with MS Office products including Word, Excel and Outlook
Must be able to maintain the highest level of confidentiality
Ability to meet designated deadlines and work effectively in a pressurized environment
Legal background helpful but not required
Flexible schedule preferred