Executive Assistant

ASJ Law Office is a family law firm in NYC.
We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to the leadership team at our prestigious law firm. The ideal candidate will possess exceptional communication skills, impeccable attention to detail, and the ability to manage multiple tasks in a fast-paced legal environment. The Executive Assistant will play a pivotal role in ensuring the smooth operation of the lawyer’s daily activities and contribute to the overall efficiency and effectiveness of the firm.

Responsibilities:
1. Calendar Management:
– Coordinate and manage Lawyer’s calendars, scheduling appointments, meetings, and conference calls.
– Anticipate and prepare materials for upcoming events and meetings.
2. Travel Arrangements:
– Arrange domestic and international travel logistics for executives, including flights, accommodations, and transportation. Arrange train transportation. Prepare detailed itineraries and travel packs.
3. Communication:
– Serve as the primary point of contact for internal and external communications on behalf of lawyer.
– Draft and edit correspondence, memos, and reports as needed.
4. Document Management:
– Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.
– Assist in the preparation and editing of legal documents, presentations, and reports.
5. Meeting Support:
– Prepare and distribute meeting agendas, documents, and materials.
– Attend meetings, take accurate minutes, and distribute follow-up action items.
6. Client Interaction:
– Interact with clients in a professional and courteous manner, handling inquiries and requests with discretion and confidentiality.
7. Administrative Support:
– Perform general administrative tasks, including copying, scanning, and filing.
– Monitor and manage office supplies, placing orders as necessary.
8. Expense Management:
– Track and reconcile lawyer’s billing expenses, time entries for client billing. Ensuring accuracy and compliance with firm policies.
Qualifications:
– Bachelor’s degree in Business Administration, Legal Studies, or a related field.
– Proven experience as an executive assistant, preferably in a law firm or legal setting.
– Strong organizational and multitasking skills.
– Excellent written and verbal communication skills.
– Proficient in Microsoft Office Suite and legal document management systems.
– Ability to maintain confidentiality and handle sensitive information with discretion.
– Knowledge of legal terminology and processes is a plus.
– Must have reliable and secure internet access at all times.
Must be efficient and knowledgeable on the following software:
1. Clio Manage and Clio Grow (or similar office management systems)
2. Zoom
3. Trello
If you are a proactive and resourceful professional with a passion for supporting legal executives, we invite you to apply for this exciting opportunity to contribute to the success of our esteemed law firm.