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Executive Assistant (Law Firm Experience)- Westchester, NY

The Calendar Group · White Plains, Estados Unidos Da América · Onsite

  • Professional
  • Escritório em White Plains
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Our client is seeking an experienced Executive Assistant to provide high-level administrative support to the Managing Partner of a growing law firm. This position plays a critical role in enabling the Managing Partner to focus on business development, firm leadership, and achieving a balanced workload. The role encompasses both business and personal support.
Key Responsibilities
  • Manage and organize a high-volume inbox: Monitor, sort, and prioritize daily emails, flagging urgent items for immediate attention and delegating case-related communications as appropriate.
  • Maintain complex business and personal calendars: Schedule, coordinate, and confirm meetings, appointments, and events while proactively managing conflicts and ensuring smooth daily operations.
  • Screen business and personal calls: Serve as a first point of contact, handling calls professionally and escalating matters when necessary.
  • Draft and send correspondence: Prepare clear, professional communications, including emails, letters, and other written materials, on behalf of the Managing Partner.
  • Act as a professional representative: Interact confidently with clients, vendors, opposing counsel, and colleagues.
  • Enter time daily into the firm’s timekeeping system: Accurately record billable hours and activities to support firm billing and reporting processes.
  • Record and submit expenses for reimbursement: Track, reconcile, and process expenses in a timely and organized manner.
  • Research and coordinate business and personal travel: Arrange flights, accommodations, ground transportation, and itineraries, ensuring efficient and seamless travel experiences.
  • Manage personal errands and household tasks: Coordinate appointments, handle repairs, shopping, donations, insurance renewals, school pick-ups, and other personal matters as needed.
  • Track and follow up on business opportunities: Support business development by monitoring leads, maintaining contact lists, and ensuring timely communication.
  • Maintain business development pipeline: Keep records current, flag key opportunities, and support the Managing Partner in moving prospects through the pipeline efficiently.

Qualifications
  • Bachelor’s degree or equivalent experience preferred.
  • 2+ years of executive or administrative support.
  • Strong problem-solving, prioritization, and multitasking skills.
  • Adaptable, professional, and detail-oriented.
  • Proficient in Microsoft Office Suite.
  • Experience with CRM or business development software a plus.