Executive Assistant to COO – Remote / Hybrid

  • Location: New York, New York
  • Type: Direct Hire
  • Job #401

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