Executive Assistant

Role overview

An international law firm in New York is hiring an Executive Assistant to support a Partner and a small group of attorneys. The role centers on keeping busy schedules organized, coordinating travel, managing expenses, preparing and editing documents, handling communications with internal and external stakeholders, and supporting client-related projects as needed. The firm is looking for someone who works well with others, learns quickly, and is comfortable using technology in a fast-paced legal setting.

Work schedule

The position is based on site five days a week. Standard hours are 9:00 AM to 5:00 PM, with flexibility when business needs require it.

Key responsibilities

• Manage complex calendars while keeping priorities and deadlines in view.
• Coordinate with clients and their support teams.
• Prepare, revise, proofread, and format correspondence and other documents.
• Support marketing materials and client presentation preparation.
• Arrange domestic and international travel for partners and attorneys.
• Handle day-to-day administrative work such as copying, printing, and scanning.
• Help maintain a collaborative team culture by stepping in for colleagues and balancing priorities effectively.
• Ensure phone calls are answered promptly and handled in a professional manner.
• Stay informed about important clients and the strategic goals of the firm and fee earners.
• Support risk and compliance processes by tracking and uploading engagement letters and emails, and by making sure time entries are completed on time.
• Assist with billing tasks, including editing narratives, preparing client invoices, and coordinating with Revenue Controllers.
• Manage expense submissions for fee earners on a weekly basis.

Candidate profile

The ideal applicant should have experience supporting senior professionals in a legal or similar environment, with exposure to billing and extensive travel coordination. Strong office software skills and a polished, professional presence are important, along with the ability to work independently, communicate clearly, stay organized, and perform well under pressure.

Additional information

This position offers salary, overtime pay, a bonus, benefits, and a 401(k) plan with matching contributions.

The firm values candidates who are self-starters, resourceful, detail-oriented, and able to maintain confidentiality when handling sensitive information.