Executive Assistant

About the role

This position is for a highly self-directed Executive Assistant supporting a senior leader at a busy law firm. It goes well beyond routine admin work and calls for someone who is exceptionally structured, resourceful, and comfortable owning work end-to-end with limited oversight.

The right person will stay ahead of what is needed, spot problems early, and deliver consistently in a high-pressure environment where priorities can shift quickly. Strong accountability, follow-through, and a proactive mindset are essential.

Key responsibilities

Executive support

• Manage the executive’s calendar, travel, meetings, and scheduling needs.
• Prepare meeting agendas, background materials, and post-meeting action items.
• Track tasks and ensure deadlines are met.
• Review incoming emails and bring urgent matters to attention before they escalate.

Project coordination

• Organize conferences, speaking engagements, industry events, and client meetings.
• Handle logistics such as registrations, itineraries, reservations, and follow-up communication.
• Track active projects and share regular progress updates.
• Spot delays or blockers and suggest practical solutions independently.

Operational support

• Make sure presentations, materials, and supporting documents are ready before meetings.
• Monitor ongoing initiatives and keep them moving through to completion.
• Coordinate with vendors, consultants, clients, and internal colleagues.
• Create and maintain checklists, systems, and workflows that improve efficiency.

Communication and follow-through

• Act as a point of contact between executives and staff.
• Communicate instructions clearly and ensure they are carried out.
• Persistently follow up on pending tasks until they are completed.
• Escalate concerns early rather than waiting for deadlines to be missed.

What success looks like

• You prepare thoroughly ahead of meetings by reviewing materials, filling information gaps, and setting the executive up for success.
• When a process breaks down, you investigate the cause and recommend improvements.
• When given a task, you own it through to completion without repeated reminders.
• You share updates and next steps proactively, without being asked.

Requirements

• At least 3 years of experience in an executive assistant, chief of staff, operations, project management, or similar role.
• Strong organizational, communication, and coordination abilities.
• Proficiency with Microsoft Office, Outlook, Teams, and cloud-based tools.
• Ability to manage confidential information with care and discretion.
• Prior experience supporting senior executives in a fast-moving environment is preferred.

Ideal candidate profile

This role suits someone who naturally anticipates what comes next, works independently, handles several priorities at once, and takes pride in being the person who gets things done.