Executive Assistant

Job Description:

As an Executive Assistant, you will have an integral role in the art law team. You will provide broad-based administrative support to the team with a major emphasis on scheduling, organization and business development.

RESPONSIBILITIES

● Provide dedicated support to the members of the art law team

o Understand art team priorities

o Handle sensitive matters that require the utmost confidentiality

● Keep projects on track and maintain the highest level of client satisfaction

o Manage the partners’ schedules, arrange and prioritize appointments and contact requests, resolve calendar conflicts, and negotiate rescheduling as necessary, both for internal and external coordination

o Keep the flow of meetings and projects during the day

o Respond timely to attorney and client requests

o Liaise with clients and their assistants, follow up on action items

o Be the first point of contact for individuals who wish to be in contact with the team

o Email monitoring and filing; document printing

o Utilization of available technology and software to maximize team efficiency and organization; attend all mandatory training classes

o Data and time entry utilizing various software applications

● Drive or assist with business development projects

o Manage partners’ Outlook and LinkedIn contacts

o Prepare and schedule business development communications

o Arrange detailed travel plans, itineraries, and agendas; track expenses according to itineraries, create and edit expense reports and invoices.

o Assist in preparation for speaking engagements

● Perform other related duties as assigned

Job Requirements:

QUALIFICATIONS

● 5+ years of providing executive level support, ideally in a business, art or technology organization.

● Highly organized and able to manage sensitive correspondences, draft professional and confidential responses and safeguard highly sensitive information

● Excellent verbal and written communication skills

● Excellent organizational and time management skills

● Proven experience providing excellent “high touch” client service

● Strong command of Outlook, LinkedIn, iManage, Chrome River, MS Office, and/or similar systems.

● Ability to work through complex document markups and instructions in a timely manner.

● Ability to juggle various assignments simultaneously.

● Flexibility to work overtime or change shifts to accommodate the art team's needs.

● Willingness to do any task, no matter how small

● Proactive and self-directed

REQUIREMENTS

● Positive attitude - friendly, approachable and professional demeanor with individuals inside and outside of Loeb. A strong situational awareness.

● Clear communication - the ability to articulate thoughts and express ideas effectively using oral, written, visual and non-verbal communication skills, as well as listening skills to gain understanding.

● Detail-oriented - exercises extreme attention to detail; is thorough, accurate, organized, and productive and seeks to understand both the cause and effect of a situation.

● Initiative and motivation - identifying what needs to be done and doing it efficiently before being asked or before the situation requires it.

● Good judgment - the exercise of critical thinking, analyzing and assessing problems and implications, identifying patterns, making connections of underlying issues, understanding risks and developing mitigation strategies, and taking ownership of the outcome.