What are the responsibilities and job description for the Executive Assistant position at Naviga?
Our client is a leading global business law firm looking for a collaborative, results-oriented individual who enjoys working in a fast-paced environment and has exceptional problem-solving skills. Naviga has been engaged to recruit an Executive Assistant to join their team.
Title: Executive Assistant
Location: 1251 Avenue of the Americas, NYC, NY
Key Notes/Company Details:
Requirements:
Education:
Title: Executive Assistant
Location: 1251 Avenue of the Americas, NYC, NY
Key Notes/Company Details:
- Headquartered in both Chicago, IL and London, England.
- Multi-Billion Dollar Business, Employing over 3600 Lawyers
- Culture includes individuals of high standards, providing support and collaboration throughout the business
- Work with a reputable global firm known for its excellence in professional services.
- Performs practice area support responsibilities for assigned partners.
- Manages sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the firm. Navigates dynamic political situations with excellent judgment and situational awareness.
- Develops and maintains professional relationships, ensuring efficient teamwork and providing clear and timely information. Works collaboratively and proactively with others to facilitate timely and effective implementation of strategic plans, objectives, and projects, managing timelines and executing simultaneous deliverables.
- Prepares Word, Excel, PowerPoint presentations, agendas, reports, spreadsheets, and other documents. Maintains reports and spreadsheets and distributes on a regular basis.
- Coordinates events, seminars, and retreats, managing logistics, engaging vendors, and preparing materials to ensure a successful event.
- Works proactively with lawyers, firm leadership, and various departments on preparing materials for various meetings, events, and projects.
- Analyzes and reviews contract proposals for various projects, performing cost analysis against the budget.
- Coordinates and participates in department, practice group, committee, and firm meetings, preparing agendas and meeting materials, managing logistics and engaging the appropriate parties to ensure a successful meeting.
- Prepares communications and materials on behalf of partners, departments, practice area and/or firm leadership, which may include confidential correspondence and documents.
- Plans and manages complex travel arrangements, provides itineraries and travel documents and processes expense reports.
- Organizes complex calendars and schedules; resolves scheduling conflicts and partners with key stakeholders and other teams for meeting details.
- Works closely and proactively with partners and leadership to keep them informed of upcoming commitments and responsibilities, prepares materials in advance, and follows up appropriately.
- Responds to emails and calls on behalf of partner and/or firm leaders, has extensive direct contact with clients and business contacts.
- Performs work impacting partner financial viability with client matters.
- Partners with billing and collections departments, monitoring client budgets for reporting purposes and provides updates to partners and leadership.
- Maintains paper and electronic filing systems, ensuring compliance with Information Governance policies.
- Other duties as assigned.
Requirements:
- Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties
- Advanced proficiency needed in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
- Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner;
- Provide timely, accurate, and quality work product
- Successfully meet deadlines, expectations, and perform work duties as required
- Foster positive work relationships
- Demonstrates strong work ethic and a flexible, dependable, and positive attitude
- Comply with all firm policies and practices
- Uses discretion, confidentiality, and good judgment to handle practice group, client, and firm leadership matters
- Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed
- Perform all other duties, tasks or projects as assigned
Education:
- High School or GED
- 4 Year / Bachelor's Degree in Business, Finance or related field preferred
- Medical, Dental and Vision Insurance
- Health savings account (HSA)
- Flexible spending account (FSA)
- Commuter spending account
- Basic life and accidental death & dismemberment insurance (AD&D)
- Short Term and Long Term Disability coverage
- Guide Thrive (EAP)
- Critical illness insurance
- 401(k) and Profit sharing plan
- PTO and Holiday
- Plus much more!
