Executive Assistant to Legal Team

LOCATION: New York, NY (Midtown)

 

 

-Phones: will act as main point of contact for clients; screening and answering calls appropriately.
-Calendar management: manage and monitor professionals’ calendars
-Meeting coordination: coordinate in-house and external meetings; arrange for catering; register guests; arrange IT resources; dinner reservations
-Travel coordination: schedule all domestic and international travel and transportation for professionals through company travel agency, as needed. Includes air, ground, train, lodging, visas, foreign currency, creating itineraries, etc.
-Contact lists: will maintain/input all contacts for assigned professionals
-Expense reporting: complete monthly expense processing for all professionals
-Production management: presentation book preparation including photocopying, scanning and binding as required for the professionals supported
-Back-up responsibilities: perform back-up responsibilities for other executive assistants for lunch coverage, vacation time and absences
-Maintain efficient filing system to ensure reports, invoices, correspondence and financial documentation is maintained and readily available
-Assist with internal office moves, as needed
-Assist with meeting overflow including submitting professionals’ guests into building engine for security access, greeting clients, or conference room set- up and break down, as needed
-Understand A/V equipment and conference systems and liaising with the receptionist and IT on troubleshooting
-Provide assistance with local errands (meeting materials, post office, lunch, etc.)

 

-Bachelor’s degree preferred

-Detail-oriented, well-organized and proactive in nature

-Exceptional written and verbal communication skills

-Proficient PC skills (MS Office: Excel, Word, PowerPoint and Outlook; Adobe)

-Strong time-management skills with ability to multi-task and accomplish a multitude of projects and tasks, often with conflicting priorities and timelines

-Client-service oriented with strong discretion and ability to deal with highly-confidential information on a day-to-day basis

-Ability to interact with clients in a professional and courteous manner and to develop and leverage professional working relationships