Executive Assistant to the Managing Partner

Summary:

We are seeking a highly experienced and professional Executive Assistant to provide comprehensive administrative support to the managing attorney of our small law firm. The ideal candidate will have a proven track record of supporting executives, exceptional organizational and communication skills, and the ability to handle confidential information with the utmost discretion. This is a high-role that requires excellent multitasking abilities, attention to detail, and a proactive approach to managing the busy schedule and priorities.

Responsibilities:

• Manage the calendar, appointments, and travel arrangements with a keen eye for detail, ensuring effective time management and prioritization. Attend meetings, take notes, distribute assignments and tasks, follow up on them. If you can be proactive and know how to follow up — we will get along. 
• Coordinate and schedule internal and external meetings, conferences, and events, and prepare necessary materials, including agendas, presentations, and reports.
• Screen, prioritize, and manage incoming calls, emails, and correspondence, and respond as appropriate, maintaining professionalism and confidentiality at all times. sometimes be able to call out and be resourceful to find the right place to call. 
• Anticipate the leader needs, proactively identify and resolve scheduling conflicts, and ensure timely and efficient follow-up on action items and deadlines.
• Prepare and edit documents, letters, and reports, and conduct research and gather data as needed to support the decision-making and strategic initiatives.
• Assist in managing relationships with clients, partners, and stakeholders, maintaining a professional and polished demeanor in all interactions. Be able to deal with banks, institutions and vendors in a business professional manner. 
• Coordinate and liaise with other departments and team members within the law firm to facilitate smooth communication and collaboration.
• Provide administrative support to the personal matters, if needed, including managing personal appointments, travel arrangements, and other related tasks.
• Undertake special projects and assignments as directed by the employer, demonstrating a proactive and results-oriented approach to achieving objectives.

Qualifications:

• Must speak Polish language
• Bachelor's degree or equivalent experience.
• Minimum of 8 years of experience as an executive assistant, preferably supporting executives in a professional setting or professional services environment.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Strong attention to detail and meticulous accuracy in all work products. Assertiveness. 
• Exceptional written and verbal communication skills, including professional etiquette and ability to communicate with clients and stakeholders effectively.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work independently, take initiative, and make decisions within established guidelines.
• Proactive and resourceful approach to problem-solving and ability to anticipate needs.
• Ability to work in a fast-paced, dynamic environment with changing priorities and deadlines.
• Flexibility and adaptability to accommodate the Managing Partner's schedule and business demands.
• Strong interpersonal skills and ability to work collaboratively with colleagues at all levels of the organization.
• Knowledge of legal terminology, processes, and procedures is a plus.
• This is a full-time position, and the successful candidate will report directly to the Managing Partner. The law firm offers competitive compensation, benefits, and opportunities for professional growth and development.