Legal Executive Assistant

Job Description:

Job Summary

The Executive Assistant provides senior-level administrative, operational, and coordination support to firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders. This role serves as a trusted point of contact and liaison for internal and external constituencies and supports leaders by managing complex schedules, coordinating meetings and events, preparing confidential materials, arranging travel, tracking follow-up items, and helping advance leadership priorities. The Executive Assistant works independently, anticipates needs, exercises sound judgment, and handles sensitive matters with discretion and professionalism in a fast-paced law firm environment.

Job Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders.
• Proactively manages complex calendars, schedules meetings across offices and time zones, resolves conflicts, confirms logistics, and ensures leaders are prepared for meetings and commitments.
• Serves as a trusted liaison between assigned leaders and attorneys, business professionals, clients, vendors, candidates, and other internal and external contacts, using judgment to route, escalate, or respond to matters as appropriate.
• Handles confidential and sensitive firm information with discretion, sound judgment, and careful attention to firm policies, leadership preferences, and need-to-know principles.
• Coordinates leadership meetings, office meetings, retreats, visits, special events, and related follow-up, including agendas, materials, attendance, conference rooms, technology, and catering.
• Prepares, edits, formats, and proofreads correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents for internal and external audiences.
• Coordinates domestic and international travel, prepares detailed itineraries, monitors changes, troubleshoots issues, and prepares, submits, and tracks travel and expense reimbursements.
• Tracks priorities, commitments, approvals, action items, and follow-up matters on behalf of assigned leaders, helping ensure deadlines are met, open items are advanced, and appropriate stakeholders are kept informed.
• Screens, prioritizes, and responds to communications as appropriate, using judgment to determine when to escalate matters or route them to the appropriate resource.
• Supports firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams under the direction of assigned leaders.
• Builds effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other firm departments to deliver seamless support.
• Maintains accurate contact lists, distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provides back-up support and performs other duties as assigned.

Job Requirements:

Knowledge, Skills and Abilities

• Strong executive presence, professionalism, discretion, and judgment in supporting senior leaders and handling sensitive firm matters.
• Demonstrated ability to anticipate needs, identify priorities, exercise initiative, and follow through on assignments with limited direction.
• Excellent organizational and time management skills, with the ability to manage multiple priorities, shifting deadlines, competing demands, and confidential matters in a fast-paced environment.
• Excellent written and oral communication skills, including the ability to draft, edit, proofread, and format clear, accurate, and professional materials.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and related firm systems, with the ability to learn and use additional software and technology tools.
• Strong calendar, travel, meeting, and event coordination skills, including the ability to manage complex logistics across offices and time zones.
• Ability to build trust and work effectively with attorneys, business professionals, clients, vendors, visitors, and external contacts at all levels.
• High degree of accuracy and attention to detail in preparing documents, communications, schedules, reports, and expense materials.
• Ability to work independently and collaboratively, using sound judgment to resolve routine and non-routine issues and escalate matters appropriately.
• Ability to remain composed, flexible, and service-oriented when supporting urgent requests, confidential matters, and changing leadership priorities.
• Understanding of law firm or professional services operations, including confidentiality, client service, executive support protocols, internal collaboration, and the need to exercise discretion around leadership priorities.
• Ability to work overtime hours as requested to support business needs and leadership schedules.

Education

A Bachelor’s Degree is preferred. Equivalent training, specialized administrative experience, and directly related executive support experience may substitute for education.

Experience

The position requires a minimum of ten years of increasingly responsible, directly related experience during which knowledge, skills and abilities applicable to the position were demonstrated.