POSITION: Executive Assistant to COO – Remote / Hybrid
ORGANIZATION: Major U.S. Multinational Law Firm
LOCATION: New York, NY (Midtown, Manhattan)
COMPENSATION: Base salary up to $120K, plus generous paid overtime and performance-based bonus, medical and dental benefits, tuition reimbursement, gym membership, PTO, 401K and much more. All firm amenities.
HOURS: Monday – Friday 9:30 AM – 5:30 PM
SUMMARY: The Executive Assistant will provide direct support to the Chief Operating Officer of the Firm. This executive-level role is responsible for providing high-quality administrative support to help organize and leverage the COO’s time effectively.
Key Responsibilities:
- Provide executive level legal support to the COO of the firm
- Manage the day-to-day calendar of the COO
- Function with autonomy and work on special projects with each case and clients
- Handle complex Executive Assistant activities (may be highly confidential and require discretion)
- Interface and establish ongoing positive business relationship with clients
- Communicate effectively on busy, multiple telephone lines
- Assist with time entry and billing as needed; set up invoices and statements, enter and track attorney’s billable hours, create reports and maintain records
- Draft and proofread correspondence, court papers and other legal and non-legal documents; perform blacklining and redlining; create table of contents and table of authorities
- Coordinate travel for COO; research cost-effective travel and alternatives
- Compose routine letters and memoranda and prepare reports
- Assist in the preparation of time-keeping, travel, expense reports and other personnel records;
- Schedule and arrange meetings and conferences
Required Skills
- Bachelor’s degree required
- 7+ years of executive assistant level support experience in a law firm or financial institution
- 5+ years of experience handling bill reconciliation, processing invoices and variance analysis
- Excellent written and oral communication skills
- Able to remain calm and function under pressure in a constantly changing environment
- Able to communicate effectively, dispassionately and diplomatically
- Excellent attendance, punctual and flexible to work overtime
- Able to collaborate smoothly with many other people and departments
- Detail-oriented with strong day-to-day organizational skills
- Able to be proactive, organize/prioritize work and perform multiple tasks simultaneously
- A person seeking a career with an exceptional firm
- Strong working knowledge of Microsoft Office Outlook, Word and Excel
- Able to handle sensitive and confidential information with discretion
