The Calendar Group
Executive Assistant (Law Firm Experience)- Westchester, NY
White Plains, NY - Full Time
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
Qualifications
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.
