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Executive Assistant/Coordinator

1 month ago

New York, New York, United States kay search group Full time

**Job Title:** Executive Assistant/Coordinator

**Job Summary:** We are seeking a highly skilled and experienced Executive Assistant/Coordinator to provide high-level administrative support to our attorneys and clients. The ideal candidate will have a strong background in administrative functions, excellent communication skills, and the ability to work independently.

**Key Responsibilities:**

  • Handle administrative functions including screening client calls, managing files, attorney calendars, and time records.
  • Anticipate attorney needs by proactively identifying potential issues and conflicts and take the initiative to offer solutions and preempt needs.
  • Assist with preparing materials for presentations and conferences.
  • Coordinate complex travel requests including the procurement of visa-related materials and passport renewal applications.
  • Consult with the Firm's support departments and internal staff at all levels, verifying the accuracy of completed work.
  • Assist with calendaring and scheduling requests (domestic & international).
  • Organize and facilitate conference and video calls.
  • Prepare engagement letters and new matter memos for new clients and matters.
  • Assist with new-business conflicts process.
  • Assist in promoting business development, entering business activities and coordinating with Marketing department.

**Requirements:**

  • Bachelor's Degree preferred.
  • 3+ years of related experience in a law or professional services firm.
  • Proficiency with Microsoft Excel, Word, and PowerPoint.
  • Demonstrates effective interpersonal and communication skills, both verbally and in writing.
  • Ability to work independently.
  • Ability to handle sensitive matters and maintain confidentiality.