The New York City office of a global law firm is seeking an Executive Assistant for their Corporate Department. The Executive Assistant serves as the key point of contact for both internal and external clients, as well as serves as a liaison between the attorneys and clients. The ideal must possess the ability to maintain high levels of confidentiality, be results driven, have the ability to exercise good judgment and can maintain a multitude of assignments with minimal supervision at a high level of professionalism.
Duties & Responsibilities:
- Manages and maintains busy calendar, email and telephone, and schedules appointments.
- Prepares and organizes complex travel arrangements.
- Maintains client files, updates contact lists.
- Document management and production, drafting letters and correspondence (including word processing, transcribing and proof reading).
- Conserves attorneys time by reading, researching and routing correspondence.
- Monitors, screens, and responds to and distributes incoming communication.
- Processes reimbursement expenses, heavy expenditure reporting and credit card reconciliation.
- Manages client billing and collections, time entry.
- Heavy client contact for coordination and to assist with the management of client relationships.
- Coordinates client engagement and conflicts process.
- Assists in business development initiatives and filings.
- Other special projects, as needed.
Skills & Competencies:
- Able to multi-task and prioritize their workload and work well under pressure.
- The successful candidate should be a self-starter, forward-thinking, action-oriented and focused.
- Excellent interpersonal skills and the ability to collaborate well in a team as well as work independently.
- Strong attention to detail, organizational skills and ability to manage time effectively.
- Requires the ability to work under pressure to meet strict deadlines.
- Excellent verbal and written communication skills.
- Learn quickly to adapt to new situations.
- The ability to respond outside of normal business hours.
Qualifications & Prior Experience:
- The ideal candidate will have five or more years' experience as an administrative or executive assistant, in a professional administrative position in large or medium size organization.
- Experience in a fast-paced, executive level work environment is highly desired.
- Bachelor's degree or equivalent experience preferred.
- Proficiency with Windows-based software and Microsoft Office Suite applications including Word, PowerPoint, Excel and Outlook required, as well as document management and other office technologies.